Administrative Assistant- MAT Program
About The Position
The Administrative Assistant / Medical Office Coordinator provides comprehensive administrative support for the healthcare unit at Essex County Correctional Facility. The role maintains medical and operational records, supports efficient office operations, and coordinates communication among healthcare staff, administration, and correctional personnel while maintaining confidentiality and following facility policies. The position handles correspondence, prepares and organizes reports and records, coordinates meetings and schedules, and supports communication between the Administrator and healthcare staff. It also requires participation in training and quality improvement activities, adherence to security and safety procedures, and dependable attendance in a secure healthcare environment.
Requirements
- High school diploma or equivalent.
- Ability to type at least 60 words per minute.
- Familiarity with dictation, transcription, and copying equipment.
- Ability to successfully pass all required background and security screenings.
- Professionalism and discretion.
- Strong organizational and time-management skills.
- Attention to detail and accuracy.
- Effective communication and collaboration skills.
- Adaptability in a secure healthcare environment.
- Ability to communicate and understand written and verbal communication.
- Ability to meet the physical demands of the role, including lifting and/or moving up to 50 pounds.
Responsibilities
- Process incoming and outgoing correspondence and route communications to the appropriate administrators, staff, or stakeholders.
- Prepare letters, memoranda, reports, and other written materials as directed.
- Distribute meeting minutes and action item lists to committees and staff.
- Compile, prepare, and maintain clinical, operational, and administrative reports.
- Prepare payroll documentation for exempt, non-exempt, and contracted employees as required.
- Record, transcribe, and distribute minutes for committee and departmental meetings.
- Compile projects and reports submitted by healthcare staff at the Administrator’s direction.
- Organize, classify, and file office documents using a consistent, retrievable filing system.
- Coordinate and schedule meetings, appointments, and work assignments, and notify attendees in a timely manner.
- Schedule contracted physician hours as requested by the Medical Director.
- Maintain and update departmental calendars.
- Communicate professionally and respectfully with staff while maintaining confidentiality in written and verbal communications.
- Facilitate communication between the Administrator and healthcare staff by accurately conveying procedures, directives, and instructions.
- Interact cooperatively with correctional staff and facility personnel.
- Participate in required in-service training and continuing education, and maintain administrative and technical skills.
- Support organizational and departmental change initiatives and accept additional assignments as needed.
- Follow personnel, attendance, security, PREA, infection control, OSHA, occurrence-reporting, and other facility and organizational policies and procedures.
- Participate in ongoing quality improvement activities and complete required orientation.
- Maintain security clearance for the assigned facility and report punctually and dependably for assigned or confirmed shifts.
- Promote a culture of safety through proper identification, reporting, documentation, and prevention.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
