Administrative Assistant

Working title: Administrative Assistant   

Classification title:     Secretaries and Administrative Assistants                                       

Division: Public Health                                             

Program: Public Health Services Integration

Reports to: Director, PHSI

FLSA status: Non-Exempt; Full-time

Schedule: Monday-Friday 8am-5pm

Wage Range: $17.29 to $20.71 hourly; depending on number of years of transferrable experience and internal equity

Division and Program Overview: 

Serving the Yellowstone County community and south-central Montana for nearly 50 years, RiverStone Health is an essential provider of personal and public health services. Health, Education, Leadership and Protection – HELP is what we do.  From medical, dental and behavioral healthcare; home care and hospice; public health services like immunizations, WIC, health promotion and restaurant inspections; and educating the next generation of health professionals, our expertise spans all ages and stages of life.  Underlying principles of access, affordability, compassion and quality in all interactions, RiverStone Health improves life, health and safety for all of the communities we serve. Foremost, we are committed to the values of Justice, Equity, Diversity and Inclusion (JEDI) by cultivating an environment that protects and acknowledges the unique identities within our diverse community. 

Job Summary:

This position provides administrative and customer support to the applicable program functions.  Provide high level of customer service and performs routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to patients in-person and over the phone.  The work environment is typically fast paced. 

Essential Functions/Major Duties and Responsibilities:

A.     Administrative Assistant Services                                                                     60%

• Compassionate, friendly and professional customer communications in person, over the phone and in writing.
• Provide administrative and clerical services to support successful completion of projects, assignments, or program activities.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Actively participate in supporting the goals, objectives and other organizational initiatives of the department or program.
• Clerical services include but are not limited to managing incoming and outgoing mail, ordering and dispensing supplies, operating office equipment, coordinate mailings, compose letters and emails, record and distribute meeting minutes, develop spreadsheets, maintain databases and electronic and paper filing.
• Manage time sensitive projects and meet deadlines in an accurate manner.
• Coordinate communications with supervisor(s), co-workers, and clients.
• Maintain confidentiality and respect for client privacy.
• Attend staff and educational meetings.

B.     HIV and Public Health Services                                                                          35%

• Support document filing and scanning, meeting needs, and data entry for HIV Services programs

• Serve as Primary or Deputy Yellowstone County Registrar

• Manage Microsoft and Microsoft Outlook groups and lists to support internal communication

• Maintain public health organizational charts

• Support Public Health SharePoint updates

• Serve as point of contact in public health for visitors, general emails, and front desk inquiries

Non-Essential Functions/Other duties as assigned                                ≥5%

• Perform other duties as assigned in support of the RiverStone Health’s mission and goals.

Education and Experience: 

Minimum Qualifications

• High School diploma or equivalent

• Any combination of experience and training which provide the equivalent scope of knowledge, skills, and abilities necessary to perform the work.

Preferred Qualifications:

• Medical terminology training or experience

• Experience working with underserved population

• Experience working in a customer service environment

Certificates, Licenses, Registrations:

• Not applicable

Knowledge, Skills, and Abilities:

• Computer literacy, including Excel, Outlook and Word.

• 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 accurately 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.

Supervision: 

• None

Physical Demands and Working Conditions: 

• Work is mainly performed on a computer up to 8 hours per day.

• Create and maintain a safe/secure working environment by adhering to safety, security, and health requirements. Integrates injury, illness, and loss prevention into job activities by attending any necessary training and implementing best practices.

Freedom to Act & Decision Making: 

• Work is structured by regulations and established medical practices. Decisions directly affect the quality of services provided to the public.

Communications & Networking: 

• Work directly with other team members to provide quality customer service for patients and customers.

Budget & Resource Management: 

Not applicable

Salary : $17 - $21