Administrative Support I

Department: Youth & Education

Location: Hamtramck, MI

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Job Title: Administrative Support I

Job Status: Full-time

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

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Administrative Support I