Administrative Assistant

4 weeks ago

Harrisburg, United States HAMILTON HEALTH CENTER INC Full time
Job DescriptionJob Description

All About Hamilton Health Center

Hamilton Health Center (Hamilton), established in 1969, is the only Federally Qualified Health Center (FQHC) within a 30-mile radius of Harrisburg, PA and continues to grow using a holistic and comprehensive approach to being patient centered. The mission of Hamilton is to improve the health of Central Pennsylvania’s residents by delivering high quality, respectful and patient-centered health and related social services that promote access, treatment, education, and prevention regardless of health, economic, or insurance status. Our vision is that every member of our community, regardless of their ability to pay or their insurance status, receives holistic, quality health care needed to create a healthy community. For over 50 years we have been true to these words. As part of our team, you will work alongside a dedicated team that cares and values those we serve.

Benefits offered: In addition to your base pay, you are also eligible to receive:

  • Paid time off, Catastrophic (CAT)/Sick time, Birthday holiday, and 7 paid holidays.
  • Medical, Dental & Vision,
  • Company paid life insurance.
  • Retirement Plan
  • Employee Assistance Program

Job Summary: Provide administrative assistant support to the Healthy Start Program.

Essential duties and Responsibilities:

  1. Assists with preparing correspondence, grants, presentations and reports; filing and screening mail.
  2. Set up and maintain website and ‘facebook’ account.
  3. Provides assistance to the Outreach Coordinator to help prepare for scheduled events and education session.
  4. Answer telephone and screen calls for the Program.
  5. Distribute mail to appropriate personnel.
  6. Help to maintain data collection to meet regulatory reporting requirements. Work with Program Specialist to ensure documentation is meeting reporting requirements.
  7. Coordinate meetings and assist with the preparation and design for special events.
  8. Answer general department calls and routing calls to appropriate staff in the program and HHC as needed.
  9. Provide assistance in the coordination of support services between HHC clinical and behavioral services and the GHHS program.
  10. Take minutes of meetings as requested, summarizing and preparing for review and approval.
  11. Keep a file of all forms used by the Program for distribution to staff.
  12. Maintain brochures, flyers and other promotional pieces designed and used by the program personnel.
  13. Serve as Program contact point for purchasing and inventory requests.
  14. Serve as repository for all “patient and staff” Incident Forms and ensure that these forms are directed to the appropriate personnel.
  15. Maintain patient confidentiality as mandated by HIPAA and company policies and compliance with OSHA rules and regulations and QI standards.
  16. Maintains minutes for Program meetings.
  17. Serve as the lead for WFS, the data tracking program used by the case management personnel.
  18. Provides referral sources with updates on referrals made to the program.
  19. Oversees the ongoing scanning of GHHS records to help streamline processes to lower paper waste and to allow for ready access for audit purposes.
  20. Attend a minimal of three outreach events.
  21. Performs miscellaneous job-related duties as assigned.

Required Knowledge and Skills:

Must be able to demonstrate knowledge of special health care services, with experience in clinical or non-profit service delivery organizations preferred. Must be able to communicate politely and courteously with people from different socio-economic and ethnic backgrounds and have a good understanding of the challenges faced by the population the program serves. Must have strong proficiency in Microsoft Office Suite applications such as Excel, Word, PowerPoint, and Outlook. Must be a self started, demonstrating the ability to complete projects from beginning to end with minimal supervision. Also must be a team player with strong organizational and communication skills, able to establish and maintain harmonious, productive working relationships with Center’s management, physicians, clinicians, and general public. Bi-lingual Spanish speaking preferred.

Minimum Education/Certifications: High School diploma or equivalent, required and have additional experience or education in the area of administrative support.

Minimum Work Experience: Minimum of two years’ experience in administrative support.

This job description is a general outline of duties performed and is not to be misconstrued as encompassing all duties performed within the position. All individuals (including current employees) selected for a position will undergo a background check appropriate for the position's responsibilities.

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