Administrative Assistant

Administrative Assistant – Placer Corrections
Pay: $26.96 – $35.48/hr

Job Description

Under the direct supervision of the Health Services Administrator (HSA), the Administrative Assistant is responsible for performing clerical and administrative tasks to support the healthcare staff and the overall function of the medical department.

Job Duties and Responsibilities

• Receive and route visitors, inquiries, and issues to the appropriate staff.
• Use Microsoft Office applications, including Word and Excel, to prepare reports and correspondence as needed.
• Transmit correspondence and medical records via mail, email, or fax.
• Perform various clerical and administrative functions, including ordering and maintaining inventory of supplies and sorting and distributing all mail and interoffice correspondence.
• Perform bookkeeping duties, including preparation of expense reports and maintenance of petty cash and receipts.
• Transmit and maintain all medical claims as required by company policies and procedures.
• Transmit and maintain all subpoenas and medical record requests as required by company policies and procedures.
• At some sites, may be responsible for staff scheduling. Identify and proactively address potential staffing and employee issues.
• Assist the HSA and Director of Nursing (DON) with recruiting efforts, credentialing, scheduling interviews, and processing new hire documentation.
• Use all functions and applications of EHR™ relevant to the position with minimal supervision.
• Use all functions and applications of Rippling™ relevant to the position with minimal supervision, including correcting employee time punches as needed.
• Manage utilization activities, including tracking specialty care referrals, processing off-site referrals, appointments, patient registrations, and transport requests in accordance with company policies and procedures.
• Monitor and maintain utilization management queue dashboards, including updating canceled appointments and responding to Awaiting Site Info requests.
• Prepare and maintain monthly reports and statistical data as required by company policies, procedures, and contract requirements.
• Gather and maintain documentation required for accreditation surveys.
• Proactively identify and resolve problems using sound judgment and objectivity. Meet established goals and take responsibility for results and outcomes.
• Maintain a fundamental understanding of the organizational structure and appropriately access available resources.
• Demonstrate professionalism by maintaining objectivity, exercising self-control under pressure, displaying emotional maturity, maintaining a high degree of integrity, and promoting a positive work environment.
• Build proactive working relationships with supervisors, security staff, healthcare staff, patients, vendors, and clients. Establish and maintain professional relationships that foster trust and respect.
• Coordinate all monthly, quarterly, and annual meetings in compliance with company policies and procedures.

Qualifications (Education, Experience, and Certifications)

• High school diploma or GED required. One (1) year of clerical experience in a healthcare setting preferred. A minimum of two (2) years of college coursework is preferred.
• Proficient computer skills, including working knowledge of Microsoft Word and Excel, with a minimum typing speed of 45 words per minute.
• Strong written and verbal communication skills, sound judgment, and the ability to manage stressful situations effectively.
• Ability to perform successfully in a fast-paced and challenging environment.
• Must possess the physical and mental capacity necessary to perform the essential functions of the position.

Job Type: Full-time
Work Location: In Person