Salary : $44,012.80 - $55,016.00 Annually

Location : 206 S. Main Street - Greenville, SC

Job Type: Full Time

Job Number: 01133

Department: HUMAN RESOURCES

Division: EMPLOYEE HEALTH CENTER

Opening Date: 04/08/2024

FLSA: Non-Exempt

Brief Description

Job Summary

Under regular direction and in compliance with standard operating procedures and policies, performs diverse administrative and clerical duties in support of various Employee Health Center (EHC) functions. Manages the EHC administrative functions and office duties. Ensures high level of EHC customer service. Assists customers with general questions/requests related to scheduling of pre-placement and annual physicals, drug testing, EHC wellness events, Fitness Stipend, Nurse Practitioner appointments, and completion of various EHC forms. Maintains EHC medical records. Directs employees to the appropriate EHC staff as necessary. Provides back-up support in the absence of the Health Clinic Administrator to include providing employees with Family and Medical Leave Act (FMLA) and Americans with Disabilities (ADA) medical certification forms. Ensures all EHC records and files are properly set up and maintained in accordance with regulatory and records retention requirements. Updates employee and applicant data in various EHC software systems and medical data portals. Coordinates and provides logistical support for various appointments, EHC sponsored wellness programs and events. Provides administrative/clerical support to the Health Clinic Administrator and other staff as needed. Processes EHC invoices for payment by entering data into the purchasing system, preparing appropriate documents, obtaining required signatures, and submitting to Accounts Payable. Monitors inventory and orders office and medical supplies as needed. Maintains office equipment.

Job Duties

Essential Functions

% of Time

Provide Administrative Support: Provide specialized and often confidential administrative support to the EHC. Manage and maintain medical records for current employees. Manage and schedule logistics for various EHC events and programs. Perform data entry and retrieval for all electronic medical records and medical portals. Prepare financial documents, requisitions, and field purchase orders for all EHC accounts. Assist in maintaining division budget and various expense reports. Oversee division revenue to include tracking and balancing payments for program fees and other various payments. Track and process invoices and statements for expenditures. Review invoices for accuracy. Work in coordination with vendors to resolve outstanding invoices and payments. Compile and update reports for EHC and Human Resources (HR), if requested. Maintain division web pages and various digital content. Manage EHC files and distribute mail. Maintain user guides that document processes for various software and systems. Manage office equipment as well as coordinate service needs with vendors. Maintain inventory and order office supplies and medical supplies. Serve on task groups/committees as assigned. Maintain supplies for Automatic External Defibrillators (AEDs). Maintain monthly communication with AED department liaisons. Plan, coordinate, and oversee all AED annual evaluations to include tracking battery and AED pad expiration dates and replacement. Maintain vaccine refrigerator logs monthly. Maintain a safe work environment for all EHC staff as well as employees or visitors in the EHC. Enter daily lab order entries into dedicated LabCorp software. Print daily labs from LabCorp portal for patient medical records. Notify Occupational Health Nurse immediately of any lab result ALERT. Enter vaccine data into required South Carolina Department of Health and Environmental Control (SC DHEC) vaccine data portal. Assist with audiometric calibration and testing. Prepare files for new hires and pending physicals. Pull medical charts and file at completion of medical services. Assist Health Clinic Administrator and Occupational Health Nurse, as needed. Provide support services to City Physician and Nurse Practitioner. Provide back-up support in the absence of the Health Clinic Administrator to include providing employees with Family and Medical Leave Act (FMLA) and Americans with Disabilities (ADA) medical certification forms.

40%

Coordinate EHC Services: Serve as first point of contact for in-person visitors, by phone and through email requiring EHC services and requesting information. Answer a wide-range of questions regarding policies, physicals, drug testing, etc. Respond to numerous employee requests regarding various medical records. Assist applicants with scheduling in all steps of the hiring process. Send weekly hiring status notifications to applicable HR personnel. Schedule EHC appointments (e.g., drug testing, physicals, nurse practitioner visits, etc.). Assist employees seeking wellness benefits by explaining the policy and process, reviewing related paperwork for completeness.

25%

Administer EHC Drug Testing Operations: Coordinate monthly random hair drug testing and Department of Transportation (DOT) safety sensitive drug and alcohol screenings with vendor and departments. Authorize and place orders in vendor online portal for DOT drug and alcohol testing related employees or applicants. Notify department representative of monthly DOT random drug/alcohol and non-DOT random hair testing. Perform monthly random and pre-placement hair drug testing for employees and applicants. Perform data entry into vendor portal for pre-placement DOT urine/alcohol testing and non-DOT hair drug testing results. Coordinate drug testing for reasonable suspicion, post-accident and follow up testing. Ensure all random testing is completed by end of month. Properly label and mail all hair drug testing samples to vendor. Obtain drug test results daily for processing and data entry. Document drug testing and results in EHC software. Coordinate and ensure review of any positive non-DOT drug test is completed by Medical Review Officer. Maintain DOT drug screen results for Federal Motor Carrier Safety Administration (FMCSA) or Federal Transit Authority (FTA) recordkeeping and reports.

20%

Perform Medical Records Management: Maintain medical filing system ensuring all medical records are properly set up and maintained in accordance with regulatory and records retention requirements. Ensure that HIPAA confidentiality guidelines are upheld concerning employee medical information. Maintain separate recordkeeping of all DOT drug-testing results for City of Greenville and Greenlink. Maintain compliance with City policies, state, federal and local laws, rules, and regulations (i.e., OSHA, DOT, FMCSA, FTA, Workers' Compensation, FMLA, ADA, GINA, NFPA, EEOC, and HIPAA). Archive and digitalize all terminated employees' medical files as required by SC Department of Archives and History.

15%

Perform other duties as assigned.

Qualifications

Job Requirements

Associate degree in business, healthcare, or related field.

Over two (2) years of experience working in a high-level medical office capacity, including office management experience and experience with business and medical software applications.

An additional two (2) years of the experience stated above may be substituted for the associate's degree.

Proficient in Microsoft Office and Electronic Medical Records (EMR) software.

Must have or obtain hair drug testing certification within seven (7) days of hire.

Attend bloodborne pathogen (BBP) training within 10 days of hire; and annually.

Must have or obtain certification in Adult CPR/AED within four (4) months of hire.

Driver's License Requirements

Valid South Carolina Class D Driver's License.

Performance Requirements

Knowledge of:

Microsoft Office, EMR, and medical portals for input and to obtain medical data (e.g., LabCorp, SC DHEC Vaccination Records, FMCSA National Registry of Certified Medical Examiners, FMCSA Clearinghouse, Drug and Alcohol Testing, etc.)

Federal regulations related to FMCSA, DOT, FTA, OSHA, HIPAA, GINA, FMLA, ADA, etc.

Standard office practices, procedures, and equipment.

Computer research techniques, methods, and procedures.

Record-keeping requirements to ensure medical records, correspondence, and files comply with current statutory requirements.

General City budgetary preparation and control procedures (e.g., procurement documents, journal entries, budget transfers, etc.) as well as contract management procedures.

Human Resources policies and procedures.

Knowledge of DOT and non-DOT drug and alcohol testing.

Cleaning and disinfecting techniques to prevent spread of viruses and pathogens.

Ability to:

Learn and apply applicable EHC policies, regulations, and procedures.

Understand, interpret and apply City purchasing and accounting systems and procedures.

Maintain the integrity of medical records and ensure confidentiality and security of this information.

Develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the general public.

Use effective judgment in discussing and resolving customer related issues consistent with City and department policies and procedures.

Communicate basic information to coworkers, internal customers, and the public in a respectful and knowledgeable manner.

Maintain excellent organization and attention to detail; develop and maintain an organized filing systems; and maintain complex records using a variety of source materials.

Manage multiple projects and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.

Work with frequent interruptions and changes in priorities.

Ensure proper maintenance and function of EHC medical equipment (e.g., calibrate audiometer, track refrigerator temperature, AEDs).

Ensure each EHC visitor has electronically signed in; track visitor entries using related software.

Collect non-DOT hair drug tests from various parts of the body (e.g., head, beard, underarms, chest, legs, etc.).

Seek out ways to streamline and improve EHC workflow processes.

Understand and follow complex oral and written instructions.

Read, analyze, and interpret legal documents, professional journals, financial reports, and governmental regulations as well as other documents used by the department.

Review, proofread, and/or edit assigned work products to ensure correct grammar and consistency of format.

Prepare clear and concise written reports, compose emails, and various correspondence in a clear and professional manner.

Make basic mathematical calculations, track and reconcile expenditures, as well as, ensure accuracy of invoices and other related documents.

Utilize specialized software and systems in performance of job duties which may include EHC electronic medical management systems, and third-party medical records portals (e.g., LabCorp, FMCSA, SC DHEC, etc.), applicant tracking system, timekeeping system, work management system, and purchasing and financial systems.

Operate general office equipment to include scanner, printer, copier, telephone, computer with Microsoft Office Suite.

Other Information

Working Conditions

Primary Work Location: Medical office environment.

Protective Equipment Required: Face mask, gloves, and safety glasses available if needed.

Environmental/Health and Safety Factors:

Relatively free from unpleasant environmental conditions or hazards. Potential high risk of exposure to communicable diseases. Minimal exposure to chemical hazards.

Physical Demands:

Constantly requires hearing, vision, talking, fine dexterity, handling/grasping, lifting, pushing/pulling, reaching, twisting, bending, and sitting. Frequently requires crouching/stooping, kneeling, standing, and walking. Occasionally requires carrying, climbing, and balancing. Light strength demands include frequently exerting up to 10 pounds and occasionally exerting up to 20 as well as between 20-50 pounds.

Mental Demands:

Constantly requires time pressures, frequent change of tasks, performing multiple tasks simultaneously, tedious or exacting work, and working closely with others as part of a team. Frequently requires working in noisy/distracting environment. Occasionally requires emergency situations and irregular schedule/overtime.

Americans with Disabilities Act Compliance

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

The City of Greenville offers a comprehensive and affordable benefits package designed to provide a variety of choices to best fit the needs of our employees and their families. View more details about these benefits here:

HEALTH INSURANCE

The City offers the following health insurance options to eligible employees:

Medical
Dental
Vision
Basic Term Life
Employee Supplemental Life
Spouse Term Life
Child Term Life
Short Term Disability (STD)
Long Term Disability (LTD)
Voluntary Benefits (Critical Illness, Accident, Hospital Care, etc.)

All health insurance coverage is effective the first of the month following the employee's hire date except for LTD which is effective the 91st day following date of hire.

LEAVE & HOLIDAY BENEFITS

General Leave is earned/accrued biweekly by all regular, full-time and permanent part-time employees as a percentage of normal work hours.
The City of Greenville observes 11 paid holidays.

RETIREMENT BENEFITS
The City is a member of the South Carolina State (SCRS) and Police Officers (PORS) defined benefit Retirement Systems.

AWARDS & RECOGNITION

Employee Recognition & Awards Program (ER&A)
Employee Service Awards
Longevity Bonus

OTHER BENEFITS & OPPORTUNITIES

Worker's Compensation
Deferred Compensation
Flexible Spending Accounts (FSA)
Employee Assistance Program (EAP)