Administrative Specialist II

Job Responsibilities

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Careers at DPH: Work that makes a difference!

Pursuing Excellence, Inspiring Innovation, Promoting Teamwork and Embracing Service

Under direct supervision of Administrative Manager., performs a variety of duties for the multi-program clinic, including direct contact with clinic clientele and staff. Independently performs a variety of advanced duties involved in the operation of the Immunizations, Preventive Health, and Medical Records programs. Uses knowledge of operations and program processing of information to assist all programs in maintaining a quality and comprehensive medical record. Provides administrative support to clinics in other counties in operational area. Ability to understand and implement agency policies and procedures. Expected to keep abreast of changes that may affect daily duties and operations. Provides administrative support to all programs as back up receptionist.

Performs all Administrative duties required to provide Immunization and Preventive Health services to eligible clients. Including: completes intake and out-take of patient data, conducts Medicaid eligibility interviews and facilitates client Family Planning Medicaid Application (FPMA) applications. Financially screens all clients appropriately and bills according to policy. Collects payments if applicable and prints cash drawer daily in accordance with DPH policies and clinic procedures. Maintains correct change fund balance. Ensures official DPH forms are scanned into Electronic Health Record (EHR) according to policy. Retrieves/returns charts to medical records.

Serve as primary receptionist/switchboard person. Answers telephone, schedules appointments and makes reminder phone calls, as needed. Assists customers and general public by phone and in person and serves as initial contact person with customers and general public. Greets visitors and callers, directs to proper clinics and/or areas, answers or obtains proper staff to provide correct information per customers’ request. Assures fewer than three (3) valid complaints during rating period and assures concerns of different cultures are acknowledged and respected when providing services. Answers incoming calls concerning record requests and transfer requests from all regional clinics. Assists multidisciplinary staff with charts and other medical records needs.

Maintains proper record format and follows guidelines relating to medical records. Responsible for purging records annually following retention/storage rules. Identifies, investigates, and corrects duplicate patient numbers/health records to ensure one number per patient. Maintains knowledge of Electronic Health Record (EHR) concerning records.

Provides quality customer service in a culturally competent manner in face to face and/or telephone encounters and maintains client confidentiality.

Submits SCEIS, PCAS, leave requests, required monthly reports in a timely manner. Must be willing and available to assist during times of public health emergency and outbreak response efforts.

Other duties as assigned.

Minimum and Additional Requirements

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State Minimum Requirements: A high school diploma or GED and (2) two years of administrative office experience which includes public contact.

Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation .

Agency Additional Requirements: Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.

Extensive knowledge of office policies, procedures and practices. Considerable knowledge of filing and record keeping techniques. Working knowledge of general administrative service functions. Working knowledge of the care and operation of standard office equipment. Ability to collect and assemble information in a clear, concise manner. Ability to communicate effectively, both orally and in writing. Must be flexible, dependable and willing to be cross-trained as needed. Ability to exercise judgement and discretion in interpreting and applying policies. Ability to maintain strict patient confidentiality.

Must be able to bend, stoop, reach, walk up and down stairs and lift a minimum of 35 pounds. Use of personal vehicle may be required. Good time management. Ability to work with a culturally diverse population within the DPH policies and guidelines.

Preferred Qualifications

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Experience providing customer service in a medical office environment preferred.

Additional Comments

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Immunization: All new employees who are healthcare providers are required to provide documentation of immunity or be immunized against Measles, Mumps, Rubella, Pertussis, Varicella, and Hepatitis B prior to beginning employment.

State Disaster Plan: In accordance with the State's Disaster Plan, which includes hazardous weather, DPH employees may be required to work in times of an emergency or disaster.

College Transcripts: Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.

Driving Record: If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.

The South Carolina Department of Public Health offers an exceptional benefits package for FTE positions that includes:

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children
  
• 15 days annual (vacation) leave per year
  
• 15 days sick leave per year
  
• 13 paid holidays
  
• Paid Parental Leave
  
• State Retirement Plan and Deferred Compensation Programs
  
• REMOTE WORK: The option to work partially remote or adjusted work hours may be available after six (6) months of employment for approved positions.
  

SC DPH is an equal employment opportunity/affirmative action employing agency. We are committed to a diverse workforce. SC DPH does not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.