Health Care District of Palm Beach County

  • Administrative Assistant - Primary Care Clinics

    Posted Date 2 weeks ago(2 weeks ago)
    Job ID
    2018-1534
    # of Openings
    1
    Job Locations
    US-FL-West Palm Beach
    Category
    Primary Care Clinics
  • Overview

    This position provides moderately complex to advanced administrative support for various functions of the assigned department(s). Employees in this position generally perform duties as primary support for a FQHC administration and quality improvements professional personnel and function with considerable independence in conducting and completing assigned tasks. Position provides department-specific information to the public, other Health Care District personnel, and outside agencies/organizations.

    Responsibilities

    Provides primary support to the FQHC Administration.

    Maintains clinic administration calendars and events.

    Prepares committee and providers meeting minutes and packets in a timely manner.

    Participate in clinics staff meetings and trains staff on forms and procedures if assigned.

    Utilizes various modern computer applications in creating, maintaining, and updating department records, productivity reports, charts, claims, and files (e.g., word processors, spreadsheets, presentation software).

    Operates a variety of modern office equipment in performing essential functions (e.g., copy machines, word processors, facsimile machines, telephone systems, computer terminals, printers).

    Prepares flow charts, logs, organizational charts, work tables, letters, records, reports, and related documentation; makes copies of such where applicable; and distributes to appropriate entities.

    Maintains, updates, and manages department filing system to include retrieving files, records, reports, and charts as directed.

    Reviews various forms, records, charts, budgets, and applications as applicable to assigned department to ensure information is accurate, complete, and current; makes adjustments and corrections as appropriate.

    Acts as liaison between the department, other departments and outside agencies, gathering and relaying information as needed.

    Assists other employees by relaying instructions, coordinating efficient work flow, and requesting information as needed.

    Processes, sorts, and distributes incoming and outgoing mail when applicable to assigned department.

    Researches and acquires vendor proposals for supplies and materials and supply inventory; processes ordering of such.

    Distributes updates concerning department policy and procedural manuals, directories, mailing lists, department lists, handbooks, and files as applicable to assigned department.

    Coordinates and maintains department calendar concerning professional staff schedules, travel, meetings, appointments, deadlines, and project/program schedules.

    Performs other projects as assigned.

    Emergency duty may be required of the incumbent that includes working in Red Cross shelters or to perform other emergency duties including, but not limited to, responses to threats or disasters, man-made or natural.

    Qualifications

    Education: 

    High School Diploma or G.E.D. required; Associate’s Degree in Secretarial Sciences or Business strongly preferred.

    Experience: 

    Three (3) years to five (5) years previous experience or training that provides considerable knowledge of health/medical terminology and the ability to perform advanced administrative support and secretarial functions required; have a proficiency in excel, transcription, and desk top publishing preferred.

    Licensure: 

    Valid Florida Drivers License required.

    Training:

    Knowledge of Microsoft applications required.

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