Administrative Support (Workforce Development)

Job Title: Administrative Support I

Job Status: Part-time (up to 28 hours)

Bilingual Arabic preferred

Job Summary: Under direct supervision, the Administrative Support I uses basic skills obtained through experience and training to provide clerical support to an assigned functional area.

Essential Duties and Responsibilities:

• Answer phones, screen incoming calls, gather routine information and direct callers to appropriate destination
• Take and deliver messages as needed
• Schedule appointments and admissions for clients and set up client reminders as needed
• Answer questions and concerns, collect information and documentation, provide information on program requirements and schedule patient/clients
• Distribute documentation to appropriate destination
• Provide a welcoming, informative presence at assigned workstation
• Be cognizant of surroundings and notify a supervisor of suspicious/threatening behavior
• Account for the safety and security of the building
• Greet visitors, determine service need and direct to appropriate area/individual
• Type, copy, file and fax documents as needed
• Prepare and sort mail
• Order supplies as needed
• Maintain agency confidentiality and clients’ privacy
• May be responsible for scheduling and maintaining appointment calendars for sessions, individuals or groups
• May enter routine data into database software.
• May prepare client/patient forms and files (hardcopy and/or electronically)
• May assist in gathering data for regular reporting based on assigned functional area
• May perform standardized testing according to established guidelines and procedures including performing hemoglobin testing, obtaining weight and measurements and documenting results based on assigned functional area
• Operate standard office equipment and use required software applications
• Perform other duties and responsibilities as assigned

Knowledge, Skills and Abilities:

Knowledge of:

• Basic concepts, principles and practices of office administration
• Billing systems, co-pays, deductibles and insurance verifications as well as referrals and prior authorizations based on assigned functional area
• Basic medical terminology based on assigned functional area
• OSHA standards and universal precautions based on assigned functional area

Skill in:

• Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office
• Operating electronic medical record software based on assigned functional area
• Operating database software based on assigned functional area
• Operating MI WIC database based on assigned functional area

Ability to:

• Communicate effectively, both orally and in writing.
• Organize and prioritize multiple tasks and meet deadlines
• Provide a high level of customer service to both internal and external contacts
• Work independently as well as collaboratively within a team environment
• Maintain confidentiality of agency and client information
• For the Medical clinic – ability to use medical terminology

Educational/Previous Experience Requirements:

• Minimum Degree Required:
  • High school diploma or GED equivalent

~and~

• At least 6 months previous admin/clerical experience or 1 year preferred or any equivalent combination of experience, education and/or training approved by Human Resources

Licenses/Certifications:

• Licenses/Certifications Required at Date of Hire: None

Working Conditions:

Hours: Normal business hours, some additional hours may be required

Travel Required: None generally required

Working Environment: Climate controlled office