Administrative Coordinator

2 weeks 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 close supervision, the Administrative Support I utilizes fundamental skills acquired through training and experience to deliver clerical assistance to a designated department.

Key Responsibilities:
  • Respond to telephone inquiries, filter incoming calls, collect routine information, and direct callers to the appropriate personnel
  • Record and relay messages as necessary
  • Coordinate appointments and admissions for clients, ensuring timely reminders are set
  • Address inquiries and concerns, gather necessary information and documentation, and provide insights on program prerequisites while scheduling patient/client appointments
  • Disseminate documentation to the correct recipients
  • Maintain a welcoming and informative presence at the assigned workstation
  • Stay alert to surroundings and report any suspicious or threatening behavior to a supervisor
  • Ensure the safety and security of the facility
  • Welcome visitors, assess their service needs, and guide them to the appropriate area or individual
  • Type, copy, file, and fax documents as required
  • Sort and prepare mail for distribution
  • Order supplies as necessary
  • Uphold agency confidentiality and client privacy
  • May be tasked with scheduling and managing appointment calendars for sessions, individuals, or groups
  • May input routine data into database systems
  • May assist in preparing client/patient forms and files (both hardcopy and electronic)
  • May help gather data for regular reporting based on assigned department
  • May conduct standardized testing in accordance with established protocols, including performing hemoglobin testing, obtaining weight and measurements, and documenting results as per assigned department
  • Operate standard office machinery 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 assigned department
  • Basic medical terminology relevant to the assigned department
  • OSHA standards and universal precautions pertinent to the assigned department
Skills in:
  • Utilizing standard office equipment and required software applications for program area and other applications, including Microsoft Office
  • Operating electronic medical record software relevant to the assigned department
  • Using database software pertinent to the assigned department
  • Utilizing MI WIC database relevant to the assigned department
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 stakeholders
  • Work independently as well as collaboratively within a team setting
  • Maintain confidentiality of agency and client information
  • For the Medical clinic - demonstrate proficiency in medical terminology
Educational/Previous Experience Requirements:
  • Minimum Degree Required:
    • High school diploma or GED equivalent
~and~
  • At least 6 months of prior 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

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