Overview
Medical Records/Administrative Specialist Jobs in Hugo, OK at A Path of Care Hospice
Description
The Administrative Assistant III to the Police Chief will provide executive support in a one-on-one working relationship with the Police Chief and serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Police Chief. May be required to work additional hours in support of the administration of the Police Department. Performs other work as required.
Examples of Duties
Provide comprehensive support services to the Chief.
Provide administrative support services to senior command staff as assigned.
Ensure a professional, responsive and effective experience with the organization for all contacts.
Provide calendar management and plan, coordinate, and ensure the Chief’s schedule is followed and respected.
Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
Research, prioritize, and follow up on incoming issues and concerns addressed to the Chief, including those of sensitive or confidential nature, determining an appropriate referral or response.
Provide communication between the Chief’s office and internal departments and/or external organizations/individuals; demonstrating leadership to maintain credibility, confidentiality, trust and support.
Answer and route phone calls, mail, and e-mail messages, and handle a broad range of information dissemination.
Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence and other tasks that facilitate the Chief’s ability to effectively lead the department.
Prioritize conflicting needs and handle and follow-through on projects to successful completion, within deadlines.
Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects for the Chief, including some with organizational impact.
Schedule and organize complex activities such as meetings, travel, conferences and department activities.
Prepare meeting arrangements for presentations to groups and committees (newsletters, video supplies, laptops, arrangements to reserve rooms, food, etc.).
Collaborate with strategic initiative teams/committees to coordinate activities and projects.
Attend meetings and accurately record meeting notes and distribute meeting minutes, agendas and meeting materials.
Responsible for line item processing for the departmental budget
Prepare and generate Agreements to City Council for approval
Research past approvals and/or justifications in all City systems
Generate the assignment by the Chief of Police of all Internal Investigations reviews, inquiries, and investigations and maintain assignment log.
Send Internal Affairs Investigations to FDLE (Honesty, Ethics, and Criminal violations)
Track and maintain all grievances and grievance log.
Use Telestaff, MUNIS, PCard, FDLE/ATMS systems on a daily basis
Office Supervisor to administrative staff to include completing annual evaluations of the staff.
Acts as receptionist; receives and dispenses information by telephone, letter, email, or by direct contact with the public; explains departmental programs.
Prepares, processes, and maintains various records, reports and files.
Operates a variety of office equipment.
Processes, maintains, records, and prepares reports for transactions, involving the application of knowledge gained through experience; such as arrest reports and court orders or arrest records, and reports relating to the activities of the department.
Performs other duties unique to the department, division, or program that are not clerical in nature.
Maintains files and confidential information.
Responds to all requests by pulling records, complying with public records laws, and working with FDLE.
Types and assembles arrest packages on city ordinance or State Statute violations and sends to appropriate agencies.
Copies reports for customers and officers or other agencies.
Answers telephones and provides information.
Keeps all office supplies and materials stocked and readily available for division personnel.
Fills in at other clerical desks from time to time.
Plans and oversees all ceremonies.
Performs other assigned duties as assigned.
Minimum Qualifications
High School Diploma or equivalent
Five (5) years of advanced secretarial or administrative assistant experience
Licenses, Certifications or Registrations:
Must possess and maintain a valid Florida driver’s license. Applicants who possess a valid out of state license, must obtain a Florida driver’s license within 10 days of employment.
Must meet Criminal Justice Information Systems (CJIS) and Melbourne Police Department background investigation requirement and maintain compliance throughout employment.
Knowledge, Skills and Abilities
Knowledge of the procedures, duties, and responsibilities of the unit of operation to which assigned.
Knowledge of current office practices, methods, and procedures.
Knowledge of business English, spelling and arithmetic.
Skill in data entry.
Ability to type with speed and accuracy.
Ability to maintain records and to prepare reports from such records.
Ability to understand and communicate the policies, procedures, and services of the department, division, or program.
Ability to become proficient in the use of computer software for the keeping, tracking and presentation of information concerning on-going investigations.
Ability to operate a variety of modern office equipment.
Ability to establish and maintain effective working relationships with other City employees and the public.
Ability to learn and retain instructions about the eligibility of documents and information for public releases.
Ability to read reports, copy and mail items with transmittal form as necessary.
Ability to use a computer keyboard, and read a computer screen entering information in accordance with manuals.
Ability to file numerically and alphabetically.
Ability to use copier, telephone, calculator, and FAX machine.
Ability to hear conversation in a normal tone of voice and speak to people, both in person and on the phone.
Ability to learn complex tasks and remember how to complete tasks without assistance once trained.
PHYSICAL DEMANDS: The work is sedentary work and requires exerting up to 10 pounds of force occasionally and negligible amount of force constantly to move objects. Additionally, the following physical abilities are required: feeling, manual dexterity, grasping, hearing, mental acuity, reaching, speaking, stooping, talking, and visual acuity.
The City of Melbourne offers a generous benefit package to include:
100% City paid medical insurance for employee only; coverage available for family
Health Insurance opt-out incentive for employees with other medical coverage
Dental
. Vision
Life Insurance in the amount of 1 times your annual salary
Additional life insurance to include coverage for your spouse and child(ren)
Short-term disability
Long-term disability
Flexible Spending and Dependent Care Account
Employee Assistance Program
Wellness Program
457 Deferred Compensation
Retirement Plans (FRS, local plan for Police and Fire personnel)
Paid Holidays
Tuition Reimbursement
For more information about benefits visit https://www.melbourneflorida.org/departments/human-resources/employees-only/hr-information-forms-for-employees/benefits)
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Title: Medical Records/Administrative Specialist
Company: A Path of Care Hospice
Location: Hugo, OK
