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Office Administrative Assistant

2 months ago

Dearborn, Michigan, United States ACCESS (MI) Full time
Job Title: Administrative Support I

Job Status: Full-time

Bi-lingual preferred: Arabic/English

Job Overview: Under direct supervision, the Administrative Support I utilizes foundational skills acquired through experience and training to deliver clerical assistance to a designated functional area.

Key Responsibilities:
  • Manage phone communications, filter incoming calls, collect routine information, and direct callers to the appropriate personnel
  • Receive and relay messages as necessary
  • Coordinate appointments and admissions for clients while setting up reminders as required
  • Address inquiries and concerns, gather information and documentation, provide insights on program requirements, and schedule client/patient appointments
  • Distribute documents to the correct destinations
  • Maintain a welcoming and informative presence at the assigned workstation
  • Be aware of surroundings and alert a supervisor of any suspicious or threatening behavior
  • Ensure the safety and security of the facility
  • Welcome visitors, assess service needs, and guide them to the appropriate area or individual
  • Type, copy, file, and fax documents as required
  • Prepare and sort incoming and outgoing mail
  • Order office supplies as necessary
  • Uphold agency confidentiality and protect clients' privacy
  • May be tasked with scheduling and managing appointment calendars for sessions, individuals, or groups
  • May input routine data into database software
  • May assist in preparing client/patient forms and files (both hardcopy and electronic)
  • May help gather data for regular reporting based on the assigned functional area
  • May conduct standardized testing according to established guidelines and procedures, including performing hemoglobin testing, obtaining weight and measurements, and documenting results based on the assigned functional area
  • Operate standard office equipment and utilize required software applications
  • Perform additional duties and responsibilities as assigned
Knowledge, Skills, and Abilities:

Knowledge of:
  • Fundamental concepts, principles, and practices of office administration
  • Billing systems, co-pays, deductibles, and insurance verifications, as well as referrals and prior authorizations based on the assigned functional area
  • Basic medical terminology relevant to the assigned functional area
  • OSHA standards and universal precautions pertinent to the assigned functional area
Skills in:
  • Utilizing standard office equipment and required software applications for the program area and other applications, including Microsoft Office
  • Operating electronic medical record software relevant to the assigned functional area
  • Using database software pertinent to the assigned functional area
  • Utilizing MI WIC database relevant to the assigned functional area
Ability to:
  • Communicate effectively, both verbally and in writing
  • Organize and prioritize multiple tasks while meeting deadlines
  • Deliver 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 utilize medical terminology
Educational/Previous Experience Requirements:
  • Minimum Degree Required:
    • High school diploma or GED equivalent
~and~
  • At least 6 months of previous administrative/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, with some additional hours potentially required

Travel Required: Generally none required

Working Environment: Climate-controlled office