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: This position entails providing comprehensive administrative assistance within the Clinical Laboratory. Responsibilities include managing documentation, maintaining regulatory manuals, generating statistical reports, handling communications, and overseeing scheduling and time management.

Key Responsibilities:

  1. Organize and maintain correspondence, reports, and applications.
  2. Respond to phone inquiries and provide information regarding departmental services.
  3. Interpret and communicate regulations pertaining to departmental policies and procedures.
  4. Prepare standardized documentation such as routing slips.
  5. Manage incoming mail and distribute memoranda accordingly.
  6. Utilize standard office equipment including calculators, fax machines, copiers, and computers.
  7. Review documents for accuracy and completeness.
  8. Coordinate meetings, interviews, and appointments.
  9. Notify relevant parties of meetings and conferences through oral and written communication.
  10. Compile statistical data for monthly analysis.
  11. Proofread documents for grammatical and formatting accuracy.
  12. Draft routine correspondence including memos and letters.
  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 the Hospital Information System to obtain patient-specific information as directed.
  17. Maintain inventory of office supplies.
  18. Distribute patient results to appropriate departments and maintain confidentiality.
  19. Prepare agendas and minutes for meetings.
  20. Coordinate administrative tasks for the Clinical Lab Supervisor, including calendar management.
  21. Ensure compliance with state, federal, and JCAHO requirements.
  22. Update and maintain the Clinical Lab Policy/Procedure manual and Safety Manual.
  23. Assist with Employee Performance Forms management.
  24. Support staff with the SSTA System as needed.
  25. Assist in specimen processing and distribution across departments.

Qualifications Required:

  • Proficient in English, both written and verbal.
  • Understanding of laws and policies relevant to the department.
  • Strong organizational skills with attention to detail.
  • Proficient in Microsoft Word; familiarity with Excel and Access.
  • Ability to quickly learn new systems.
  • Ability to foster positive working relationships.
  • Knowledge of office practices and procedures.
  • Skill in operating office machinery and typing.
  • Ability to provide clear instructions and communicate effectively.
  • Capability to assemble information accurately.
  • Supervisory skills, including planning and assigning tasks.
  • Familiarity with departmental forms and telephone procedures.

Minimum Entrance Requirements:

  • Three years of full-time office experience or equivalent part-time experience.
  • Substitution: Completion of a two-year business or secretarial program 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 Qualifications: Knowledge of relevant regulations pertaining to Pathology and Clinical Laboratory operations. Proficiency in data entry and information retrieval within Laboratory Information Systems.

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