Administrative Assistant- MAT

SummaryPerforms general administrative office assignments, medical record keeping, and functions as a communications link to and within the health care unit as appropriate.Responsibilities And Duties Processes correspondence in a timely and systematic mannerReceives notes and routes correspondence to the Administrator and other personnel within and outside the healthcare unit as appropriate Prepares and distributes out-going correspondence as directedDistribute meeting minutes and action item lists to committee members and other personnel as required Accurately compiles and prepares reportsPrepares payroll for exempt, non-exempt, and contracted employees as appropriatePrepares clinical and operational reports for the Administrator and Medical DirectorRecords and transcribes minutes for committee meetings, as well as for other meetings, and prepares action item listsCompiles projects and reports from other healthcare staff as assigned by the AdministratorClassifies and files all documents to be maintained in the office in a retrievable system Schedules meetings, appointments, and work assignments to meet or exceed deadlinesNotifies attendeesSchedules contract physician hours as requested by the Medical DirectorPrepares the calendar to reflect scheduled events as necessary Communicates effectively and demonstrates respect, concern, and courtesy in all interpersonal communicationsProtects confidentiality of information in written and verbal communicationsFacilitates communication between the Administrator and other healthcare personnel by providing information concerning procedures, reports, directives, and instructions in an accurate, concise, and timely mannerInteracts with correctional staff positively and cooperativelyMaintains skills and continues professional development to enhance the operations and image of the organizationAttends in-service and continuing education to obtain and maintain skills as appropriateSupports the change process to improve the organization and the healthcare unitAccepts assignments and extra duties with flexibility and willingness to participate in activities that help the health care unit meet its goalAdheres to personnel policies to enhance the operation of the healthcare unitAdheres to the attendance policyReports to work at the designated timeAdheres to security policies including PREA requirementsQualificationsRequired QualificationsEducation & ExperienceHigh school diploma or equivalent requiredAbility to type a minimum of 60 words per minuteFamiliarity with dictation, transcription, and copying equipmentAbility to successfully pass all required background and security screeningsEssential Duties And ResponsibilitiesCorrespondence & Office AdministrationProcess incoming and outgoing correspondence in a timely and organized mannerReceive, route, and distribute communications to the Administrator, Medical Director, and internal or external stakeholders as appropriatePrepare letters, memoranda, reports, and other written materials as directedDistribute meeting minutes and action item lists to committees and staffReporting & DocumentationAccurately compile, prepare, and maintain clinical, operational, and administrative reportsPrepare payroll documentation for exempt, non-exempt, and contracted employees as requiredRecord, transcribe, and distribute minutes for committee and departmental meetingsCompile projects and reports submitted by healthcare staff at the direction of the AdministratorOrganize, classify, and file all office documents using a consistent and retrievable filing systemScheduling & CoordinationCoordinate and schedule meetings, appointments, and work assignments to meet or exceed deadlinesNotify all required attendees of scheduled events in a timely mannerSchedule contracted physician hours as requested by the Medical DirectorMaintain and update departmental calendars to reflect current and upcoming activitiesCommunication & Interpersonal EffectivenessCommunicate clearly, professionally, and respectfully with all staffMaintain confidentiality in all written and verbal communicationsFacilitate effective communication between the Administrator and healthcare staff by accurately conveying procedures, directives, and instructionsInteract positively and cooperatively with correctional staff and facility personnelProfessional Development & Organizational SupportParticipate in required in-service training and continuing educationMaintain and enhance administrative and technical skills to support healthcare unit operationsSupport organizational and departmental change initiativesDemonstrate flexibility by accepting additional assignments and duties as needed to support unit goalsCompliance & Policy AdherenceAdhere to all personnel, attendance, security, and PREA policiesReport to work as scheduled and maintain dependable attendanceFollow all facility and organizational procedures to support safe and effective operationsCore CompetenciesProfessionalism and discretionStrong organizational and time-management skillsAttention to detail and accuracyEffective communication and collaborationAdaptability in a secure healthcare environmentOrganizational ExpectationsProvides a positive and professional representation of CFG Health Systems, LLC.Promotes a culture of safety for patients and employees through proper identification, reporting, documentation, and preventionMaintains competency and knowledge of current standards of practice, trends, and developments in related scope of job role or practiceAdheres to infection control policies and protocols, medication administration and storage procedures, and controlled substance regulationsParticipate in ongoing quality improvement activitiesCompletes required orientation as directed by the facilityFollows facility and OSHA safety rules and procedures while on assignmentFollows facility and CFG Health Systems Occurrence ProtocolUpholds HIPAA and PREA regulationsPunctual and dependable for assigned/confirmed shiftsMaintains security clearance for the assigned facilityPhysical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made upon written request to your supervisor for individuals with disabilities to perform the essential responsibilities functions.May regularly be required to stand, sit, walk, reach, bend, kneel, crouch, or stretch, for prolonged periods of time. Ability to communicate and understand written and verbal communication. The employee must be able to lift and/or move up to 50 pounds.