Office Assistant II Health Department

Malheur County•1108 SW 4th St. Ontario, OR

17h

About The Position

The Office Assistant II provides front-office and clerical support for the Health Department. The role greets visitors and patients, determines the reason for visits, gathers client information and signatures, schedules appointments, and determines payment methods. It also handles calls, receives and accounts for payments and donations, and provides administrative assistance to Health Department programs, including WIC, Vital Records, and Accounting Specialists. The position works under the general supervision of the Director of the Health Department, Nursing Supervisor, Office Manager, and WIC Supervisor. Supervision of others is not normally part of this position. The employee must protect confidential records, follow HIPAA and other requirements, maintain a clean and safe facility, communicate effectively with coworkers and the public, and attend meetings. Regular physical attendance at the employee’s facility is required. The role includes mandatory participation in public-health emergency and outbreak responses, preparedness drills, and trainings, which may occur after hours.

Requirements

High school graduation or equivalent, plus two years of clerical experience, or a satisfactory combination of experience and training demonstrating the position’s requirements.
Must be flexible, able to embrace and implement change, and willing to request payment for services.
Working knowledge of Windows personal computers and Microsoft Word and Excel.
Knowledge of medical terminology.
Ability to interact effectively and supportively with clients, visitors, coworkers, and community partners.
Ability to work independently and as a team member.
Ability to organize and prioritize responsibilities.
Effective oral and written communication, including telephone skills and etiquette.
Touch typing/keyboarding and touch 10-key skills with speed and accuracy.
Attention to detail and ability to follow established policies and procedures.
Problem-solving skills.
Regular physical attendance at the employee’s facility is required.

Nice To Haves

Bilingual English and Spanish skills.
Prior reception experience, especially in a healthcare setting.

Responsibilities

Greet visitors and clients professionally, determine the reason for their visit, and help ease concerns during intake.
Gather client information and obtain required signed documents in accordance with program policies; conduct WIC prescreening when applicable.
Explain WIC participants’ rights and responsibilities before signatures and offer adult participants the opportunity to register to vote at specified certification and address-change events.
Respond to questions with timely, accurate, and complete information.
Schedule client appointments according to program policies and provide reminders at least 24 hours before appointments.
Request, schedule, and document transfers of WIC participants from other state WIC offices.
Maintain and update client records.
Determine clients’ payment methods and obtain insurance information as needed; ask for, receive, and account for payments and donations.
Support programs through communications, mailings, phone calls, contact tracing, outreach, scheduling, and documentation within the scope of the role.
Assist the Vital Records program with birth and death certificate processing, appointments, printing, mailing, and document registration.
Assist Accounting Specialists with billing, clinic forms, scanning, inventory, and quality assurance.
Apply the LHD Hardship Policy when appropriate.
Answer and redirect incoming calls and mail outgoing correspondence daily.
Comply with HIPAA and other applicable regulations and protect the confidentiality and security of records.
Complete a daily duties checklist and coordinate work with coworkers to complete tasks on time.
Assist with inventory and ordering supplies and materials as needed.
Maintain a clean and safe environment, including cleaning exam rooms, bathrooms, reception, and office spaces, and assist with building maintenance.
Assist with policy and procedure updates and follow MCHD and applicable program policies and procedures, including Oregon WIC Program procedures.
Arrive ready to work on time, maintain effective communication by reviewing emails, chats, notes, and voicemails, and attend or follow up on staff and program meetings.
Participate in MCHD responses to public health emergencies and outbreaks and in preparedness drills and trainings, potentially after hours.