Administrative Assistant

RiverStone Health•Billings, MT

27d•Onsite

About The Position

The Administrative Assistant in Environmental Health Services coordinates and oversees daily administrative program functions. Provides exemplary customer service over the phone and in person. Performs administrative functions such as data entry, drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to callers and other general office support in a team environment. RiverStone Health has been serving the Yellowstone County community and south-central Montana for over 50 years, and is an essential provider of personal and public health services. Their expertise spans all ages and stages of life, with underlying principles of access, affordability, compassion, and quality. The Public Health Services Division implements community-wide efforts to prevent infectious diseases, improve health, prepare for public health emergencies, and safeguard the community. The Environmental Health Services (EHS) Programs ensure compliance with local, state, and federal health laws for various establishments and services.

Requirements

High school diploma or equivalent
Customer service experience
Data entry and Microsoft Office Suite experience
Any combination of experience and training which provide the equivalent scope of knowledge, skills, and abilities necessary to perform the work.
Computer literacy, in Microsoft Office Suite: Knowledge of modern office procedures, practices and equipment.
Ability to maintain a calm and positive demeanor during difficult client interactions.
Ability to display non-judgmental and empathetic listening skills.
High degree of detail-oriented skill level.
Knowledge and understanding of protected sensitive patient health information (HIPAA) and confidentiality.
Ability to work collaboratively and maintain a positive work environment.
Ability to communicate clearly and effectively with supervisors, co-workers and customers.
Ability to prioritize and perform a wide range of tasks under pressure of continuous interruptions.
Ability to perform job duties with integrity and innovation to ensure completion and a high level of quality.
Ability to understand and adhere to required administrative policies and procedures.
Customer Service Excellence: Doing things right the first time, Making people feel welcome, Showing respect for each customer, Anticipating customer needs and concerns, Keeping customers informed, Helping and going the extra mile, Responding quickly, Protecting privacy and confidentiality, Demonstrating proper telephone etiquette, Taking responsibility for handling complaints, Being professional, Taking ownership of your attitude toward Service Excellence.

Nice To Haves

Experience directly related to EHS programs.

Responsibilities

Address client needs and problems in a courteous, confident manner that models exemplary customer service via phone and in person.
Answer phones and give information to callers, take messages, or transfer calls to appropriate individuals.
Handle concerns and complaints as per program requirements.
Gather applicable information to determine program eligibility.
Administer program policies and procedures.
Follow up with others to ensure clients’ needs and services are met.
Prepare correspondence notices.
Input data into various databases and prepare reports as needed.
Order applicable inventory and equipment.
Provide general office support.
Maintain knowledge of program changes including state and federal rules and regulations.
Maintain proactive communication with immediate supervisor and co-workers to prevent or circumvent work problems.
Participate in and suggest quality improvement and quality assurance ideas.
Attend staff meetings and take minutes when required.
Review and maintain inspection data.
Assist in establishment licensing.
Act as the support contact for Environmental Health Services educational programs.
Maintain and track receipts and expenditures in petty cash account.
Generate invoices and track and receive payments in an electronic account system.
Develop and maintain sanitarian on-call schedule.
Enter inspections into State database.
Prepare and enter data accurately using the computer and various database systems to ensure completion of assigned tasks.
Manage time sensitive projects and meet deadlines in an accurate manner.
Order supplies as needed.
Serve as secondary county registrar for vital records when primary registrar is unavailable.
Prepare and coordinate special projects under the direction of supervisor.
Greet, escort, and support visitors to Environmental Health Services in a timely, responsive manner.
Perform other duties assigned in support of RiverStone Health Mission and Values.