Medical Secretary

"Native Preference in hiring is given to qualified enrolled members of Paskenta Band of Nomlaki Indians and Native Americans in accordance with the Band’s Preference Policy (Chapter 1-715) of the Paskenta Band of Nomlaki Indians Tribal Policies). Applicants claiming Indian Preference must submit verification of Indian certified by tribe of affiliation or other acceptable documentation of Indian heritage.”

POSITION SUMMARY

The Medical Secretary will perform a wide variety of complex administrative duties under the direct supervision of the Medical Director.  The Medical Secretary also provides direct support for the Director of Nursing.  The Medical Secretary uses discretion and independent judgment to organize work effectively to meet critical administrative deadlines; completes projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem solving and adjusting plans, documenting processes, finding efficiencies and managing communications to implement processes and very effective time management and communication skills for the organization.

DUTIES & RESPONSIBILITIES

• Exercises discretion and independent judgment with respect to confidential matters.
• Provides administrative support within the organization.
• Maintains calendars including the organization of meetings, video conferences and teleconferences.
• Assists Medical Director in management of provider schedule.
• Coordinates clinical engagement which includes scheduling, drafting of agenda’s, recording and promulgation of meeting minutes.
• Ensure that confidential information is maintained, HIPPA.
• Provides excellent customer service to internal and external stakeholders.
• Assists in managing office email and interoffice email.
• Takes and forwards accurate and succinct messages.
• May help facilitate resolution of patient complaints with Medical Director.
• Creates, edit, and proof correspondence and reports independently.
• May assist in the creation of social media content and the active coordination of content scheduling and engagement.
• Escalates problems or roadblocks to the Medical Director to get resolution and direction as needed.
• Provides assistance in developing standardized communications with outside and internal contacts.
• Coordinates travel as required.
• Provides administrative support and coordination as needed.
• Assists with special projects or other administrative duties as needed.

MINIMUM QUALIFICATIONS

• High School Diploma.
• Minimum of three to five years working as a secretary or administrative assistant role.
• Experience working in a medical office environment preferred.
• Demonstrating strong organizational skills and attention to detail. 
• Ability to work autonomously, remain culturally intuitive, using discretion as appropriate as well as managing and maintaining confidential information.
• Local travel is occasionally required. Travel outside of the state is infrequently required.
• Possess a valid California Driver’s License.
• Demonstrated high level of time management skills and efficiency in office procedures.
• High level of ability to act independently but maintain effective level of communication.
• Demonstrated computer literacy, including proficiency in Microsoft Office software.
• Principles and practices of record keeping ability to maintain accurate and up to date files for the office.
• Ability to exercise discretion, maintain strict confidentiality and always adhere to Rolling Hills Clinic’s ethics policy.
• Strong interpersonal skills, including excellent written and verbal communication skills, with the ability to perform high-level editing of grammar, punctuation, and formatting.
• Ability to handle multiple tasks simultaneously, maintaining a positive matter in high stress situations.
• Ability to learn and uphold Rolling Hills Clinic structure, standards, procedures and protocols.

VACCINATION REQUIREMENTS

You will be required to provide vaccination records to show proof of immunity for TB or PPD, Measles, Mumps, Rubella, Varicella, TDAP, Vaccine, & Hep B. If the records are more than 10 years old, titers are required to confirm immunity.

PHYSICAL 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. The employee is occasionally required to stoop, lift, carry, push, pull or otherwise move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision peripheral vision, depth perception.

WORK ENVIRONMENT:

Work is performed in a health clinic setting.  The noise level in the work environment is usually low to moderate. Will work with blood-borne pathogens and will require OSHA training.  This job routinely uses standard office equipment such as computers, telephones, photocopiers, and fax machines. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employment with Rolling Hills Clinic is voluntarily entered into.  All RHC personnel are employed on an at-will basis.  At-will employment may be terminated with or without cause, and with or without notice at any time by the employee or by RHC.  No manager, supervisor, or employee of the organization has any authority to enter into an agreement for employment for any specified period of time or to make an agreement for employment other than at-will terms. The job description does not constitute an employment agreement between Rolling Hills Clinic and employee and is subject to change by the Paskenta Band of Nomlaki Indians.