Service Area Administrative Assistant - Health Services

*A resume is required to be considered for this position.
* *Full-Time, Excellent Benefits and Paid Time Off* *Starting Wage: $19.
00 per hour; Bilingual Starting Wage: $19.
95 per hour * *PURPOSE: * The Service Area Assistant (SAA) for Health Services will assist the Health Services Department and centers within the Agency as required.
This position will be cross-trained and assigned work for all service areas including, but not limited to, Eligibility, Recruitment, Selection, Enrollment and Attendance (ERSEA), Administration, Parent, Family, and Community Engagement (PFCE), Disabilities, Education, Health, Nutrition, Reception, Early Head Start and Operations.
The SAA will have direct responsibility to provide support to specified service areas as assigned.
This position is responsible for meeting Head Start performance standards and following the Agency policies and procedures.
*ESSENTIAL JOB DUTIES: * I.
SERVICE AREA AND CENTER DIRECT SUPPORT A.
Provide direct clerical support to a specific service area or center.
B.
Assist with the organization, implementation and maintenance of specific service area or center materials, records, files, reports, etc.
C.
Maintain fiscal data and records as required.
D.
Cross-train assigned co-workers to cover specific service area needs as required.
E.
Maintain Health Services Advisory Committee (HSAC) membership list.
F.
Prepare materials, snacks and equipment support for HSAC meetings.
G.
Maintain tracking system for ROIS for both Dental and Well child exams.
· Ensure results are requested from providers in a timely manner.
· Follow up with provider when results are not received.
H.
Document Well Child exam and Dental exam results in data tracking system and communicate the results to Health Services and Center staff when necessary.
I.
Follow up on Dental Treatment and document results in tracking system.
J.
Gather WIC ROIS and request data from the state.
Document results of growth assessment and hemoglobin in the data tracking system.
K.
Gather and input Health and Nutrition Surveys.
L.
Track hearing and vision referrals and screening results in data tracking system.
M.
Cooperating with Health Department Manager and Center staff to meet health supply needs.
N.
Order and organize health supplies and kits as needed.
O.
Create and produce signs, poster and booklets concerning health and safety for Centers and Main Office.
II.
GENERAL CLERICAL DUTIES A.
Maintain files and records so they remain updated and easily accessible.
B.
Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.
).
C.
Utilize office equipment, such as photocopier, printers, etc.
, and computers for word processing, spreadsheet creation and email.
D.
Take minutes of meetings.
E.
Monitor stocks of office supplies and report when there are shortages.
F.
Gather statistical data, data entry, tracking of data and generation of reports.
G.
Cross train in a variety of service areas and provide training for peers.
H.
Prepare training materials.
I.
Attend trainings and/or meetings.
J.
Meet with Supervisor regularly.
K.
Participate and contribute to clerical support meetings.
III.
CLERICAL WORK GROUP A.
Answer phones as backup for the front office and direct calls appropriately.
B.
Provide assistance to clients and general public as needed in the front office reception area or as otherwise requested.
C.
Perform opening and closing procedures as needed for area.
D.
Promote and actively facilitate good teamwork and team building among various service areas and between coworkers.
IV.
INTERACTION WITH CHILDREN, PARENTS, AND CO-WORKERS A.
Must relate in a positive, nurturing and supportive way, both verbally and physically, and be sensitive to the needs of children, parents and co-workers.
B.
Must use quick, safe reactions and responses in dealing with children or situations that involve children.
V.
WORK ENVIRONMENT AND SAFETY A.
Maintain a safe and pleasant work environment.
B.
Follow safety regulations, policies and procedures.
C.
Actively contribute towards promoting a safe workplace and environment.
VI.
WORKING CONDITIONS: Indoor office, occasional local and out of town travel.
VII.
OTHER DUTIES May be assigned other related duties as appropriate and within the scope of general responsibilities for this position.
However, this job description in no way states or implies that these are the only duties that may need to be performed by the employee fulfilling this position.
This job description describes the general nature and level of work, but is not intended to be an exhaustive list of all responsibilities and duties which may be required.
*REQUIRED JOB SPECIFICATIONS * *Education *: High school diploma or equivalent required; post-secondary or technical education and/or training preferred.
*Certification or Accreditation *: None.
*Experience *: Minimum one year administrative assistant or high level clerical work preferred.
*Essential Skills *: Keyboarding and computer proficiency to include Microsoft Office Suite and database programs.
Excellent interpersonal, written and verbal, communication skills; proficient mathematical abilities; proficient filing and sorting skills (alphabetical and numerical).
Ability to perform job duties with a high level of accuracy.
\*Bilingual staff must possess sufficient English/Spanish language proficiency to facilitate translation of verbal and written data in all forms and ability to provide accurate translated information.
*Essential Mental Abilities *: Ability to multitask, exercise good judgment, be flexible, organize and prioritize.
Ability to work as a team member and to be self-directed.
Ability to maintain confidential information.
*Essential Physical Requirements *: Ability to lift and carry 15 lbs.
a distance of 15 feet, ability to sit for an extended period of time.
Sufficient mobility, strength and range of motion to stand, kneel or squat, reach, twist and bend.
Sufficient manual dexterity and hand-eye coordination to perform repetitive keyboarding and fine motor activities; sufficient vision and hearing to perform job duties.
Ability to drive a motor vehicle.
*Exposure to Hazards *: Repetitive motion tasks, sitting for long periods of time, use of personal computer and other office equipment; driving and riding in a motor vehicle.
*EMPLOYMENT CONTINGENT UPON: * Pre-employment health screening as required by Agency and position (may include, but is not limited to: drug screening, occupational health screening and/or functional testing) Central Background Registry enrollment Three (3) years DMV court print driving record Valid Oregon Driver License Reliable transportation Proof of current personal automobile insurance in accordance with Agency policy Approval to drive from Agency insurance carrier – requires at least 21 years of age *REPORTS TO: *Department Manager Job Type: Full-time Pay: $19.
95 per hour