Administrative Assistant

1 week ago

Elizabeth, United States SOS International LLC Full time

**Overview**

**_*** This position is contingent upon contract award ***_**

SOSi is currently seeking an Administrative Assistant to join our team supporting detention/correctional or residential healthcare operations project for our government customer in Elizabeth, NJ.

**Essential Job Duties**

+ Inputs a variety of materials in the form of memoranda, meeting minutes, letters, briefing materials and reports.

+ Establishes and maintains office files, databases and creates electronic spreadsheets which may include the management of timesheets, leave requests, contract documents, and invoices. Reviews files to meet current needs and periodically reviews materials for disposition.

+ Maintains confidentiality of all records, including; medical and personnel records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters. Keeps all file systems containing PII secured per the customer policy.

+ Arranges for meetings, including making reservations for conference rooms and notifying participants. When necessary, attends meetings and prepares reports of the proceedings.

+ Receives and screens visitors and telephone calls to the medical facility, referring callers to the customer or other clinic staff as appropriate.

+ Independently accomplishes tasks and questions within their scope. Seeks guidance when appropriate.

+ Maintains calendar and schedules appointments and meetings as directed. Reminds customer of appointments and provided briefs on the matters to be considered before the scheduled meetings. On own initiative, reschedules appointments when it becomes apparent that the customer will not be able to meet previous engagements.

+ Receives and screens all incoming correspondence and directives to keep aware of the activities of the office. Determines those that can be acted upon personally and takes necessary action. When necessary uses initiative to obtain clarification or instructions from originating offices.

+ Controls incoming and outgoing correspondence and action documents, following up to ensure that deadlines are met for responses.

+ Receives and processes requests for information in accordance with the Fair Information Practice Principles and Privacy Act.

+ Performs record keeping functions in accordance with program policies and position.

+ Maintains functional proficiency and ease of use utilizing electronic health records as required by, and appropriate to, position.

+ Performs the duties of Medical Records Technician as time allows when primary role is complete

+ Completes all initial, annual and ad hoc training as required/assigned.

+ Serves as a team member for analyzing established protocol practices and identifying areas for improvement.

+ Maintains patient confidentiality, and confidentiality of medical records, in compliance with the Privacy Act and HIPAA regulations in all work activities.

+ Adheres to and participates in: Safety, Prevention, Infection and Control, Quality Improvement, Patient Education and other programs and collateral duties as appropriate to position.

+ Attends and participates in general/medical staff meetings

+ Adheres to and maintains awareness of; Policies, Procedures, Directives, Operational Memoranda and accreditation standards as prescribed by customer.

**Minimum Requirements**

+ Associates Degree preferred; however, a High School Diploma is minimally acceptable criteria.

+ Minimum of one year of direct experience in a healthcare setting as an Administrative Assistant, where the processing of electronic medical/health records and scheduling medical appointments, such as radiology procedures, specialty consults, follow-up appointments, and surgical procedures as part of the daily responsibilities.

+ Ability to obtain/maintain required security clearance.

+ Ability to obtain/maintain pre-employment medical clearance.

+ Strong communication skills in both verbal and written.

+ Excellent interpersonal skills.

+ Proficient in Microsoft Office (MS word, Excel, PowerPoint Outlook and SharePoint).

**REQURED LICENSURE/CERTIFICATION**

Maintains Heartsaver CPR AED certification through the American Heart Association. Must include hands on training and practice with an instructor and a mannequin.

**Preferred Qualifications**

+ Verbal and written proficiency in Spanish is preferred.

+ Prior experience in a detention/correctional or residential healthcare setting is preferred, not required.

**Work Environment**

+ Facility Operates 24/7/365; an employee may be required to respond during an emergency activation.

+ Ability to work non-traditional hours including evenings, as well as weekends and holidays. Night shifts may be requested at times based on mission needs but are generally not required. (Site specific).

+ The work requires some physical exertion, such as long periods of standing; walking or jogging unaided over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching, or similar activities; or recurring lifting of moderately heavy patients or equipment.

+ The work may require specific, but common, physical characteristics and abilities, such as agility and dexterity, visual, and hearing capabilities.

+ Must be able to respond to any medical emergency in the facility, via foot, within four minutes and perform CPR/emergency care standing or kneeling.

+ Ability to work efficiently under deadlines and pressure.

+ Ability to keep up in a fast-paced environment.

SOSi is an equal employment opportunity employer and affirmative action employer. All interested individuals will receive consideration and will not be discriminated against on the basis of race, color, religion, sex, national origin, disability, age, sexual orientation, gender identity, genetic information, or protected veteran status. SOSi takes affirmative action in support of its policy to advance diversity and inclusion of individuals who are minorities, women, protected veterans, and individuals with disabilities.

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