Health Annex - Administrative Assistant - HIV/STD

Allen County War Memorial Coliseum; Fort Wayne (IN); On-site; USD 34,000 - 52,000; Full time

Job summary

Allen County War Memorial Coliseum is seeking an Administrative Assistant for the HIV/STD Prevention division. The role supports administrative, clerical, and reception duties, ensuring accurate data entry and excellent customer service to clients of public health clinics and medical partners.

The successful candidate will handle EMR records, manage databases, respond to inquiries, assist with referrals, and maintain strict confidentiality in a fast-paced clinical environment.

Qualifications

• Requires High School Diploma or GED.
• Experience with clerical duties and customer service preferred.
• Strong computer skills with Microsoft Office and multiple databases.
• Data entry with high accuracy; ability to handle confidential information.

Responsibilities

• Enter data into local/state disease databases; maintain spreadsheets.
• Process lab results and manage EMR records; forward as directed.
• Answer phones and provide information on HIV/STD procedures and prevention.
• Obtain medical records and assist with patient referrals as needed.
• Maintain confidentiality and document information in real time.

Skills

Data entry

Microsoft Office

Customer service

Verbal and written communication

Medical terminology

Time management

Confidentiality

Education

High School Diploma or GED

Tools

EMR systems

Database software

Microsoft Office

Job description

ADMINISTRATIVE ASSISTANT – HIV/STD PREVENTION

Department: Health - HIV/STD Prevention

FLSA Status: Non-exempt

Classification/Level: Office B3

Date Last Reviewed: 08/22

Under the direction of the Clinical Services and Case Management Director, the Administrative Assistant supports the administrative, clerical, and reception needs of the HIV/STD Prevention division, providing excellent customer service to the clients of the public health clinics, external medical partners, and field services clients.

Essential Functions

• Responsible for accurate data entry into a number of local and state disease-related databases.
• Scans and indexes information and records into Electronic Medical Record (EMR) and tracks data separately by creating and maintaining various spreadsheets as directed.
• Responsible for checking various databases for daily laboratory results and prints/files/processes/forwards them as directed.
• Responsible for maintaining timely state database task list with current documentation.
• Responsible for answering the phones for the division. Provides excellent customer services and answers questions from the public and community healthcare providers regarding HIV/STD investigation processes/laws and general prevention information. Forwards calls to Disease Intervention Specialists, supervisor or other staff as appropriate.
• Assists with patient medical referrals as needed and obtains medical records from clinics and hospitals as needed.
• Maintains confidentiality and is nonjudgmental when interacting with patients and medical practitioners. Contacts community care providers to verify needed treatments and or laboratory results. Accurately documents this information in the appropriate data system in real time for each patient.
• Assists with mailing letters and educational materials to clients and medical providers.
• Assists with various special outreach testing/educational events as requested which may result in reporting to work at other off-site locations.
• Responsible for performing general office duties including faxing, scanning, copying, filing, stapling/collating, compiling information or documents, accurate documentation and verification.
• Performs all other duties as assigned, including overtime as required.

Requirements

• High School Diploma or GED required. Experience in clerical duties and customer service preferred.
• Strong computer skills with the ability to use Microsoft Office and other job-related software including a multitude of local and state databases, and electronic medical records (EMRs).
• Strong customer service skills with an ability to relay sensitive and confidential information.
• Data entry with strong accuracy skills and experience preferred.
• Strong verbal and written communication skills required.
• Familiarity with medical terminology preferred.
• Strong time management skills needed to meet all required deadlines.
• Ability to use various office equipment including, but not limited to, computer, multi-line phone, printer, scanner, copier, fax, cash register, calculator, ID/credit card reader, shredder and monitor mounted camera/speaker.
• Sound, working knowledge of basic HIV/STD information upon employment.

Difficulty Of Work: The Administrative Assistant has the understanding of rules and regulations regarding database entries. Work consists of relatively standardized processes when providing excellent customer service to clients of the public health clinics.

Responsibility: The Administrative Assistant performs a variety of relatively standardized assignments when answering questions regarding clinic operations and fees. Errors in work are readily detected. Work requires some analysis and judgment when releasing medical records to clients. Work is reviewed upon completion.

Personal Work Relationships: The Administrative Assistant maintains frequent contact with other County employees, outside vendors for client services, community healthcare providers and clients of the public health clinics.

Working Conditions: The Administrative Assistant works in a standard clinical office setting with the ability to move around freely with frequent sitting, some lifting up to twenty pounds, some bending, pushing and/or pulling loads, reaching over head, kneeling and climbing ladders with some exposure to dangerous equipment and noxious odors/fumes. Typing, attention to detail and transcription/proofreading also required.

Supervision: None

Licensing: Valid National Incident Management System (NIMS) and Incident Command System (ICS) certification upon employment as required for all public health staff for disaster response.

Immediate Supervisor: HIV/STD Prevention Division Director

Hours: 8:00 am – 4:30 pm; overtime as required.

We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.