General Statement of Duties
The primary purpose of the Nurse Family Partnership (NFP) Office Assistant is to support data management needs for the NFP Program to assure data entry, reports, records and documentation is maintained as required. Data entry data quality and reporting into DMCN (NFP date collection system) is a large portion of the position. It supports the required model fidelity and evidence based work the nursing team does in the field. The office assistant participates in coordinating community coalition meetings in support of NFP. She/he promotes public awareness of NFP and develops and maintains community relationships to support client referrals. Pulling data from DMCN and providing reports to the supervisor is the primary purpose. (#3987)
Examples of Work
This position requires collaboration with all departments of Nurse-Family Partnership and input and review statistical data collected by field nurses in the National Nurse Family Partnership data collection system (DMCN). Tedious attention to detail is required for reviewing statistical data, corrections of inaccurate information and accurate input of statistical data into the National Nurse Family Partnership data collection system. This position is responsible for inputting NFP data in a timely and accurate manner into the web-based information system and; maintaining a schedule and independently running required reports for the Nurse Manager and Nurse Home Visitors; This position develops and maintains a systematic approach to ensure all research data is reported in a timely manner utilizing computerized data entry equipment and various word processing, spreadsheet and files maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary, and summarizes data in preparation of standardized reports. This position assists the Nurse Manager and Nurse Home Visitors with enrollment, consent for program maintenance, model fidelity, and DMCN (data entry) protocol and program updates from the National Service Office; this position will also participate in community outreach activities such as distributing program brochures, retrieving client referrals, creating newsletters for Community Advisory Board, working on presentations for outreach and letters to agencies, and organizing Nurse Family Partnership events as delegated by the supervisor. General clerical functions, answering incoming telephone calls from the public, taking meeting minutes for the team and community advisory board (CAB) meetings, checking in clients by update/confirm personal information in Visual Health Net, Medicaid billing, purchasing/restock NFP client incentives and office supplies and coordinating travel for nurse trainings and conferences are also functions of this position. The person in this position is required to maintain confidentiality and adhere to HIPAA regulations at all times.
Knowledge, Skills and Abilities
Substantive knowledge and ability to use correct grammar, vocabulary, spelling, proofreading and office terminology to compose, proofread reports and materials. Exceptional knowledge of office/work unit procedures methods and practices; exceptional skills in communicating effectively both orally and in writing; ability to independently work with people with courtesy and tact in performing public contact duties; ability to learn and apply a variety of guidelines applicable to the work process. Considerable ability to record and compile information based on general guidelines; considerable ability to review and process information to determine conclusions, actions or compliance with applicable laws, rules, or regulations; considerable ability to analyze work situations and interpret program content in making decisions and explaining policies, regulations and programs; considerable ability to exercise judgment, discretion and negotiation skills in problem situations. Ability to learn, interpret and explain policies, regulations and programs; ability to independently respond to inquiries and coordinate a variety of resources in acquiring and disseminating information; ability to screen communications based on predetermined guidelines. Exceptional skill in use of a variety of automated office systems; ability to learn to use specialized office equipment, ability to efficiently and effectively interact with co-workers to accomplish common tasks; ability to have efficient and courteous interaction with the employer’s customers; ability to function in highly stressful circumstances; ability to maintain high level of professionalism and to conduct business in an ethical manner at all times.
Minimum Education and Experience
Graduation from high school and demonstrated possession of knowledge, skills and abilities gained through at least three years of office assistant/secretarial experience; or completion of a two-year secretarial science or business administration program with one year of responsible experience as described above; 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.