ADMINISTRATIVE ASSISTANT II (NURSING)

Arizona Department of Administration•Coolidge, AZ

7d•$33,700 - $36,700•Onsite

About The Position

The Arizona Department of Economic Security’s Division of Developmental Disabilities is hiring an Administrative Assistant II to provide daily administrative support to the Director of Nursing, Nursing Supervisors, and the Health Services team at the Arizona Training Program at Coolidge. The position reports directly to the Director of Nursing and helps coordinate healthcare administration, resident medical records, appointments, and related processes. It interacts daily with residents and staff traveling to and from appointments and clinics, and supports timely medical care and the maintenance of both digital and paper records.

Requirements

Knowledge of administrative and time-management principles and practices, and agency or program rules, regulations, and standard operating procedures.
Knowledge of compliance guidelines, medical-record protocols, and HIPAA.
Understanding of clinical terms, anatomy, and diagnostic procedures.
Knowledge of analyzing and updating office procedures and record-keeping systems.
Knowledge of Google Suite.
Ability to prioritize urgent tasks, track inventory, and keep schedules on track.
Skills in planning, organizing, and coordinating activities.
Clear verbal and written communication skills for greeting patients, answering phones, and corresponding with medical offices.
Ability to establish and maintain effective working relationships with members, staff, administration, and the public.
Typing, formatting, and report-preparation skills, including use of computer software such as Google Suite and Adobe and Internet research.
Ability to plan, coordinate, analyze, and prioritize assignments from the Nursing Director and perform multiple office tasks simultaneously.
Ability to learn and apply federal, state, and local rules, safety regulations, and certification requirements.
Ability to learn and operate multi-line phone systems, computers, fax machines, and two-way radios, while managing simultaneous calls, walk-ins, and urgent requests.
Accuracy and attention to detail when entering patient information, billing codes, and medical documentation.
Emotional intelligence, patience, tact, professionalism, and empathy when interacting with staff, patients, and guardians in sensitive or stressful situations.
Discretion and sound judgment in handling sensitive medical information while maintaining confidentiality and professional boundaries.
A valid Level One fingerprint clearance card issued pursuant to Arizona Revised Statute 41-1968 is required to work with children and vulnerable adults.
Successful completion of background, reference, Child Safety Central Registry, Adult Protective Services Registry, and E-Verify checks is required.
If driving or using a vehicle is an essential job function, a current, valid, appropriate driver's license, acceptable driving record, required training, and applicable vehicle insurance are required.

Nice To Haves

Two years of administrative experience; or a bachelor's degree in Business or Public Administration or a closely related field and one year of required experience; or a master's degree in a listed field.
Experience working in a setting with individuals with developmental disabilities.

Responsibilities

Provide daily administrative support to the Director of Nursing, Nursing Supervisors, and Health Services team.
Prepare and modify reports, presentations, drafts, correspondence, memos, and emails using Google Suite.
Track, log, and monitor projects assigned to staff, and maintain electronic and hard-copy filing systems.
Greet visitors; interact face-to-face with residents; manage the front desk, phone inquiries, and appointment scheduling.
Maintain electronic and paper health records in accordance with HIPAA privacy requirements.
Order medical and office supplies and oversee routine clerical duties.
Interact with patients, guardians, doctors, and insurance providers.
Scan and file medical records, contact medical providers, schedule appointments, prepare appointment documents, maintain appointment schedules, retrieve records, follow up on outstanding records, and maintain, audit, and thin charts.
Scan records into electronic resident files.
Analyze and update record-keeping systems and resolve administrative problems in coordination with the Director of Nursing and other administrative staff.
Prepare reports, analyze data, and identify solutions.
Attend training sessions as necessary and coordinate meetings and assignments with other administrative staff.
Monitor, manage, and maintain communications systems and directories, including email, chat, telephones, and two-way radios.
Coordinate equipment repair, replacement, relocation, or new installation requests for the health services building.

Benefits

Affordable medical, dental, life, and short-term disability insurance plans.
Participation in the Arizona State Retirement System and long-term disability plans.
Ten paid holidays per year.
Paid vacation and sick time.
Paid parental leave of up to 12 weeks per year for a newborn or newly placed foster or adopted child.
Deferred compensation plan.
Wellness plans.
Tuition reimbursement.
Stipend opportunities.
Infant at Work Program.
Rideshare and public transit subsidy.
Career advancement and employee development opportunities.