Administrative Support Specialist

2 weeks ago

Ashland, Massachusetts, United States MASHPOINT LLC Full time
Job Overview

Position Title: Clerk IV

Duration: 5 Months (Possibility of extension)

Company: MASHPOINT LLC

Location: Jamaica Plain, MA

Role Summary: The role involves providing comprehensive administrative assistance within the Clinical Laboratory. Responsibilities include file management, regulatory documentation upkeep, statistical report preparation, correspondence handling, and maintaining schedules.

Key Responsibilities:

  1. Organize and file correspondence, reports, and applications.
  2. Respond to phone inquiries and provide information regarding departmental services.
  3. Interpret and communicate regulations related to departmental policies.
  4. Prepare and manage standardized documentation.
  5. Handle incoming mail and distribute memoranda appropriately.
  6. Utilize standard office equipment including computers, copiers, and fax machines.
  7. Review documents for accuracy and completeness.
  8. Coordinate meetings, interviews, and appointments.
  9. Notify relevant parties of meetings and important information.
  10. Compile statistical data for monthly analysis.
  11. Proofread documents for errors and ensure proper formatting.
  12. Draft routine correspondence and memos.
  13. Communicate with reference laboratories regarding invoices and testing information.
  14. Prepare bi-weekly time logs and overtime documentation.
  15. Verify and file LabCorp reports.
  16. Access patient-specific information as directed by the Clinical Lab Director.
  17. Manage inventory of office supplies.
  18. Distribute patient results to the appropriate departments.
  19. Maintain confidentiality of patient and departmental information.
  20. Prepare agendas and minutes for meetings.
  21. Support the Clinical Lab Supervisor with administrative tasks and calendar management.
  22. Ensure compliance with state and federal requirements.
  23. Update and maintain the Clinical Lab Policy/Procedure manual.
  24. Assist with the Clinical Lab Safety Manual and Continuing Education Manual.
  25. Support Employee Performance Forms management.
  26. Assist staff with system-related issues.
  27. Support specimen processing as needed.

Qualifications Required:

  • Proficient in English, both written and verbal.
  • Understanding of departmental laws and policies.
  • Strong record-keeping and filing skills.
  • Proficient in Microsoft Word; familiarity with Excel and Access.
  • Ability to quickly learn new systems.
  • Willingness to participate in training for Microsoft Office proficiency.
  • Strong interpersonal skills and ability to work collaboratively.
  • Knowledge of clerical practices and procedures.
  • Skilled in operating office machinery.
  • Ability to communicate instructions clearly.
  • Ability to organize and prioritize tasks effectively.
  • Knowledge of departmental forms and procedures.
  • Familiarity with proper telephone etiquette.

Minimum Entrance Requirements:

  • Three years of full-time office experience or equivalent part-time experience.
  • Diploma from a recognized business or secretarial school may substitute for up to two years of experience.

Note: Educational substitutions are limited to a maximum of two years of required experience.

On-the-Job Acquired Qualifications: Knowledge of state and federal regulations pertaining to Pathology and Clinical Laboratory operations, along with data entry and information retrieval skills.

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