Job Title: Office Assistant IV - (50% Benefits)
Department: Health and Human Services Agency
Pay Grade: 61
FLSA Status: Non-Exempt
AGENCY MISSION, YOUR MISSION
Haywood County Health and Human Services’ mission is to enhance the health, safety, and full potential of our community. In the Public Health Services Division, you would serve as an advocate for the public’s health and help shape positive health outcomes for all Haywood County residents. All members of our team must uphold the confidentiality of Haywood County's citizens, safeguarding their privacy and dignity at all times.
JOB SUMMARY
The position provides services to Health and Human Services Agency patients and clients in our Public Health Services Division. Services include providing information and directions to clients, check-in and check-out processing for patients, collecting payments from clients, issuing receipts, billing third party payors, scheduling appointments, receiving, directing, and assisting with outside phone calls, receiving and processing requests for services and compiling reports.
Employee will independently perform a variety of office tasks such as providing assistance to staff, service recipients, other organizational units and the public. Work requires significant knowledge of the agency policies and procedures. Increased independence and knowledge applied to resolve problems and successfully manage inquires is an intricate part of daily work.
Work Schedule:
Monday through Friday from 8:00 a.m. to 5:00 p.m. with 1 hour for lunch, however an alternate work schedule (40 hours per week) may be considered upon request. Other hours may be set or required per the County policy. Perform duties in times of emergency, including but not limited to, those that may be related to a Public Health Emergency or mass sheltering, as the agency is a mandated shelter for the county, and performs such duties as assigned, and the hours worked in emergency response could vary from hours worked in the office.
ESSENTIAL JOB FUNCTIONS:
- Work requires a knowledge and use of applicable office equipment systems and related technology and software.
- Reception duties including patient demographic and insurance verification/updates, schedule appointments, collect payments, etc.
- Maintains patient flow by check in/out, making appointments, etc. for all clinical services provided within the Public Health Services Division.
- Immunization records and utilization of the NC Immunization Registry (NCIR)
- data entry into electronic medical record and other software programs
- NC Vital Records Program including birth and death certificates.
- Position may be required to:
- Receive and process financial applications for the Breast and Cervical Cancer Care Medicaid Program.
- Serve as the Deputy Registrar for Haywood County.
- Ability to adapt to the ever-changing environment of public health. Must monitor clinic flow to determine if adjustments need to be made in scheduling appointments and be flexible to regulatory requirements of State programs.
- Accept phone inquiries and requests for clinical service appointments. Obtain protected health information and maintain strict patient confidentiality and HIPAA compliance.
- Interact and maintain professional relationships with area providers, funeral homes, and community partners in order to provide quality patient care and meet the needs of the community.
- Fulfill record requests from patients, providers, and outside agencies while remaining HIPPA complaint.
- Employees are required to maintain compliance with all State and Federal laws and program requirements including but not limited to confidentiality laws (HIPAA, Juvenile Code, PII, etc.). Employees are expected to adhere to Agency, Countywide and Departmental policies and procedures regarding information security and confidentiality, and to report any suspected unauthorized disclosure or loss of information immediately. Employees must ensure security of all County data, equipment, and information in both electronic and paper form that is accessed as part of job duties to minimize risk of improper disclosure or data breach.
- Emergency Response, including but not limited to support of the Federally mandated and State statutory responsibilities including, but not limited to Public Health and Mass Care duties.
- Performs other duties as assigned.
MINIMUM REQUIREMENTS TO PERFORM WORK:
- Graduation from high school and demonstrated possession of knowledge, skills, and abilities gained through at least two years of office assistant/secretarial experience; or an equivalent combination of training and experience.
- Must be at least twenty-one years of age to drive a County vehicle.
- Valid state driver’s license. Must have no more than three (3) points showing on current DMV records in order to operate County vehicles.
- Must participate in Respiratory Protection Plan and be Fit Tested Annually
Additional Training/Experience:
- Infection Control Regulatory Practices /OSHA Infection Training required by state
- ICS training based on statutory requirements and duties of the job.
KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of county ordinances, policies, and procedures.
- Skilled in communicating effectively both orally and in writing.
- Skilled in the use of computers and applicable software programs.
- Ability to establish and maintain effective working relationships and communicate effectively with other employees and the general public.
PHYSICAL DEMANDS:
The job requires normal visual acuity and field of vision, hearing and speaking abilities, depth and texture perception, and color perception. Stamina to be on feet during working day. Must possess ability to ambulate without assistance as getting in and out of car and walk in rough terrain at times will be necessary. Requires sedentary work that involves sitting or standing virtually all of the time and may involve a moderate to heavy amount of lifting and carrying items from location to location. Considerable skill, adeptness, and speed in the use of fingers, hands or limbs in tasks involving repetitive motions and the use of standard office equipment.
WORK ENVIRONMENT:
The office of this position is located at the Haywood County Health and Human Services Agency. The working conditions of this position are that of a typical office environment.
EMPLOYER BENEFITS PACKAGE:
- Employer paid Health & Dental Coverage
- Participation in the NC Retirement System
- 401(k) and 457(b) plans available
- Employer paid Life Insurance
- Competitive Vision Insurance
- Annual Performance Pay Increases
- Vacation, Personal, and Sick Leave
- Free Employee Assistance Network
- Free Employee Wellness Clinic
- Discounted Gym Membership
- Paid Holidays
- Longevity Pay
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
Haywood County has the right to revise this position description at any time and does not represent in any way a contract of employment.
Haywood County is an equal opportunity provider and employer.