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ADMINISTRATIVE ASSISTANT SR - EMPLOYEE HEALTH SERVICES

Department:  Business Services
Status:  Full Time
Shift:  1st

Assists the Employee Health clinical staff by managing clerical/office functions and work flow, including interactions with hospital employees, auxiliary members, volunteers, physicians and contract workers. Projects an image of professionalism in communication, appearance and conduct. Supports the mission of Employee Health/Human Resources and the organization. Participates in the continuous quality improvement process as delegated. Performs other duties as assigned.

 

Essential Functions:

Clerical/Office Responsibilities

• Prepares reports, policies & procedures and correspondence from “marked-up” or rough drafts as delegated by the Director, utilizing computer software.

• Prepares quarterly statistics on occupational injuries/illnesses including needlesticks.

• Prepares 5020 forms and distributes to Workers’ Compensation Third Party Administrator within 24 hours of receipt.

• Prepares monthly TB reports (2-step, delinquent and suspension) and distributes to department managers.

• Generates monthly billing for contracted physicians, radiology services and outside contracts within 5 working days after the end of each month.

• Maintains inventory for clerical/office supplies by preparing purchase order requisitions, storeroom and/or print shop orders.

• Schedules appointments for annual physicals, TB screening, pre-employment assessment/drug screens and TB mask fit testing.

• Prepares new hire charts including lab requisition, map and information regarding upcoming appointments.

• Provides support to EHS nursing staff by assisting employees as appropriate, i.e.; answering questions, providing information both verbal and written, translates Spanish when asked.

• Processes all incoming mail for Employee Health, maintaining confidentiality.

• Assures term charts are stripped and prepared annually for microfilming.

• Acts as Timekeeper for Time and Attendance program. Assures EHS staff and modified/lite duty employee’s Time and Attendance is completed.

• Answers the telephone for EHS, triages calls and forwards messages in a timely manner to the appropriate person. Leadership/Professional Development

• Attends classes, conferences and inservices directly relating to EHS/HR job functions

• Participates in department projects; i.e; staff meeting roles, HR drives and Hospital wide drives Departmental Responsibilities

• Maintains clean well organized and properly stocked work areas.

• Performs job function in accordance with departmental policy and procedure (P&P)

• Maintains current knowledge of departmental updates and P&P’s

• Accommodates changes in workload with the department

• During light workload situations, seeks out additional tasks/duties for the department

• Demonstrates flexibility in accepting schedule and work assignments/deadlines

• Keeps manager informed when problems may interfere with work being completed on time

• Exercises authority when appropriate, recognizing needs and directing activities to departmental advantage

• Participates in the training of new employees, offers guidance/assistance to less experienced personnel

• Adapts to changes or unusual circumstances to promote cooperation and minimize disruption to the working environment

• Reports to manager in a timely manner all “near misses” potential & actual errors

• Accurately performs computer function requirements

• Clinical Care: Ensure patient care is delivered and the unit is maintained in accordance with professional regulatory standards. Demonstrate the knowledge and skills necessary to provide care appropriate population as outlined in the job description and competencies

• Performs other duties as assigned

 

Education, Training and Experience

Required:

High school graduate or equivalent preferred.

 

Preferred:

Knowledge of medical terminology and recent employment in the medical field preferred.

 

Skills or Other Qualifications

Required:

Knowledge of Microsoft Office, Word, Excel, Outlook scheduling. Demonstrates effective communication, interpersonal skills, organizational ability, knowledge of proper body mechanics, safety measures and infection control. Ability to follow instructions and work with minimal supervision and maintain confidentiality.

 

Preferred:

Bi-lingual in Spanish preferred.


Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles

Job Segment: Medical, Radiology, Law, Patient Care, Environmental Health & Safety, Healthcare, Legal

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