General Statement of Duties
The primary purpose of this position is to perform management and supervisory functions so that employees are able to provide professional, accurate and timely clerical support to programs within Clinical Services. Personnel/team Management to ensure a competent workforce: Hire, develop, counsel and evaluate performance; provide feedback and disciplinary action as needed; develop and maintain a positive team work environment; provide effective and timely communication. Oversee all administrative/office related duties and delivery of service for the Clinical Services Clerical unit within Family Planning, Immunizations, TB, STD, Communicable Disease ,Vaccine Coordination and Clinical Records.
Administer and assure compliance with all county and human resource policies including those covered by local, state, and federal laws. (2559)
Examples of Work
Assess staffing needs, screen applicants, conduct interviews and select the best-qualified candidate to fill vacancy. Provide and coordinate appropriate training and orientation for new and existing employees, supply information, technology and reference materials necessary to perform specific jobs functions. Assign duties to employees, relative to classification and specific to job description, communicate the expectations for successful performance of those duties and ensure staff understands how performance will be measured. Ensure a safe and supportive work environment for all employees. Ensure an efficient and effective workflow, implement changes in routine work practices and procedures as needed to modify unit functioning according to client needs and employee capabilities. Provide ongoing feedback to employees and address performance problems in a timely manner through progressive corrective actions. Assist employees with addressing and resolving a variety of concerns and complaints related to job duties and job descriptions, performance standards, relations with coworkers, relations with supervisors and managers. Coordinate Staff to ensure clerical coverage and support in Family Planning, Immunizations, TB, STD, Communicable Disease, Vaccine Coordination and Clinical Records. Coordinate and ensure cross training for all clerical staff within the unit. Coordinate data entry and ensure that information has been entered in all systems accurately and in a timely manner. Review daily performance measures for vaccine coordination (error rate, vaccine orders, equipment performance) and immunizations (NCIR entry). Monitor clerical computer systems functionality in Family Planning, Immunizations, TB, STD, Communicable Disease, Vaccine Coordination and Clinical Records. Oversee CASA report for childhood immunizations. Effectively manage relationships within the agency so that your team of employees can successfully work with other departments across Buncombe County to achieve common objectives. Effectively manage relationships within the community to assure that concerns of Buncombe County citizens are being addressed and employees are carrying forth the mission to protect the health and safety of Buncombe County residents. Effectively communicate agency’s mission, vision, strategic plan and objectives by dissemination of internal messaging.
Knowledge, Skills and Abilities
Knowledge of administrative office practices and procedures. Knowledge of HIPAA regulations regarding handling of client’s charts and client-related communications. Knowledge of principles of staff training, coaching, mentoring, and staff development to effectively direct and evaluate the work of supervised staff. Ability to organize, effectively process and maintain records and files in a confidential manner. Ability to analyze and record information. Ability to communicate effectively both orally and in writing. Ability to set priorities, implement changes and organize. Knowledge of medical terminology, math, spelling, grammar and vocabulary is essential. Knowledge of PC statistical packages and spreadsheets, strong computer and customer service skills. Perform quality work within deadlines with or without direct supervision. Interact professionally and courteously with other employees, customers and partners. Work effectively as a team contributor on all assignments. Understand the necessity to efficiently and effectively interact, communicate and coordinate work efforts with other employees and organizations in an effective manner to accomplish common task. Function in highly stressful circumstances. Maintain a high level of professionalism and confidentiality and conduct business in an ethical manner at all times. Ability to safely and successfully perform the essential job functions consistent with ADA and ADAAA, FMLA and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards. Ability to maintain regular, punctual attendance consistent with ADA and ADAAA, FMLA and other federal state and local standards.
Minimum Education and Experience
Completion of high school or equivalent and four years of progressively responsible secretarial or clerical/administrative/office management experience; or completion of a two-year secretarial science or business administration program and two years of progressively responsible secretarial or clerical/administrative, office management experience; or completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration, or other related field; or an equivalent combination of training and experience.
Applicants will be given credit only for information provided in response to this announcement. No additional information will be solicited or considered by this office; therefore, persons who submit incomplete applications may not receive full credit for their education, training, and experience. Applicants will not automatically be given credit based on their position title. If work history involves part time work, you must state the number of hours per week to receive credit.