Office Assistant III

Jackson County•538 Scotts Creek Road -- Sylva, NC

12d•Onsite

About The Position

The Office Processing Assistant III is to provide clerical and supportive assistance to respective staff members and clients as well as to promote and protect the health of the population of Jackson County. Employees in this section must be committed to accuracy, deal in a friendly and informative manner with the public, and perform their duties in a timely and efficient manner.

Requirements

Graduation from high school and demonstrated possession of knowledges, skills, and abilities gained through at least (1) one year of office assistant/ secretarial experience; or equivalent combination of training and experience
General knowledge of office or work unit procedures, methods, and practices
General knowledge of and ability to use correct spelling, punctuation, and specialized vocabulary; ability to proofread
General knowledge of office accounting and record keeping procedures, mathematics and their application in the work environment
Ability to learn and apply a variety of guidelines applicable to the work process
Ability to use a variety of office equipment
Ability to work with people with courtesy and tact in performing public contact duties
Ability to record and compile information based on general guidelines
Ability to balance and reconcile figures
Ability to screen communications based on predetermined guidelines to respond or route inquiries
Ability to gather and give information and instructions regarding the work process and procedures
Ability to learn to use specialized office equipment

Nice To Haves

Bilingual preferred, at a minimum the ability to understand and to make one’s self understood to all Spanish speaking individuals
May require ability to coordinate work of other support staff, student workers or volunteers

Responsibilities

Greets the general public
Deals with any question or information the client may need concerning Jackson County Department of Public Health, its staff, clinics, hours of operations, and services offered
Registers clients for the requested service
Schedules appointments using a computerized appointment system
Updates patient information in the computer at each visit to ensure the patient information is correct
Responsible for completing and entering the patient master on the computer system when a patient is established with the health department, health fairs, or outreach clinics
Completes insurance information
Runs computer labels
Processes superbill and prepares all necessary forms
Provides patients with forms that must be completed by patient
Collects fee for services that requires a fee and provides patient with a receipt
Marks superbill with amount paid and routes patient to the waiting area
If fee is unknown or on a sliding fee schedule, routes patient to the appropriate place for the service requested or to check out
Enters encounter into the computer using encounter recording or client chart input
Enters money into the computer using quick cash posting, this must be done before the deposit can be done for the day
Assigns walk-in clients to the appropriate provider for an appointment
Places encounter form in the appropriate procedure box for the service requested
Assists staff with copier as needed
Assists clinical staff with checking the scheduler, making appointments, or generating patient labels
Assists clinical staff and/or other agencies with obtaining patient address and phone number from the computer system
Assists patients and staff with contacting other agencies regarding immunizations, lab orders, medical records, or other general information
Prepares Disclosure of Information Form for clients at the time of their initial visit
Prepares Medicare Waiver Form and gives to the patient for their signature which informs the patient that we are not a Medicare provider and exports into their electronic health record
Prepares Pregnancy Consent Form for patients when they require a pregnancy test
Completes monthly computerized time study report using Microsoft Office Excel for the purpose of allocating salary expense to the appropriate funding
Complies and attests to HIPAA regulations
Participating in Public Health Preparedness activities as directed by agency management; this employee will be expected to work as needed during public health emergencies, which may result in extended hours and long work shifts
Other duties as assigned by supervisor, Health Director, or Deputy Health Director