Administrative Officer II - Medical Secretary - Non-Merit

This job announcement may close at any time with little or no notice.  Applicants are advised to apply promptly.

Regular Schedule: 34 hours per week.

A Non-Merit vacancy exists in the Division of Communicable Disease & Environmental Health Services.

Non-merit positions are not classified within the Baltimore County Government Classification and Compensation Plan.

A list of eligible applicants will be established based on the examination as outlined above.

All interested candidates must apply at this time.

List all promotions and changes in job duties due to reclassification as separate work experience on your application. Applicants must include the dates of the promotions and reclassifications.

Note:  Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

You MUST attach your transcript(s)/degree(s) and/or license(s)/certification(s) to your application. Unofficial copies are acceptable.

Failure to submit proof of License(s), Certification(s) and Education will result in your application not being considered. Proof of license(s), certification(s), and/or education must be submitted with each application.

Under general supervision, performs comprehensive and routine administrative duties related to medical data entry and referral for care to ensure the efficient operation of an office or coordinates major function within a county agency or bureau.

• Reads and interprets laboratory results for data entry.

• Enters medical and demographic data for the purposes of disease surveillance.

• Creates and maintains a variety of detailed surveillance databases and logs. 

• Accesses databases to establish, retrieve, review, update, track and revise records. 

• Performs queries and compiles statistical reports.

• Receives, investigates, and resolves inquiries, requests, and complaints. 

• Explains office policies, procedures, rules and regulations to other employees and the public, including medical professionals.

• Triages incoming laboratory reports and medical records for the purposes of case assignment. 

• Recognizes and triages urgent medical reports and phone calls accordingly.

• Provides administrative support in an office by coordinating the workflow, which may include assigning and reviewing the work of others. 

• Coordinates a major function for a county agency or bureau.

• Prepares or assists in the preparation of personnel related documents and forms. 

• Completes Personnel Requisition Forms, entry, change, promotional, and termination tickets, and tracks and documents leave usage, including family and medical leave.

• Uses automated office systems, such as word processing equipment or a computer to draft and prepare a variety of letters and memos. 

• Determines appropriate letter or memo format, proofreads, and edits documents for grammar, punctuation, and spelling, and prepares documents for distribution or mail.

• Establishes and maintains confidential, alphabetical, chronological, or subject matter files and records. 

• Reviews and summarizes information from manual and electronic files for the preparation of monthly, quarterly, and annual reports.

• Maintains calendars, schedules appointments and meetings. Prepares and types, photocopies, and distributes meeting agendas and/or minutes.

Examples of Other Duties

• Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions. 

• May take verbatim notes. 

• Purchases office supplies. 

• May supervise or coordinate the work of subordinate clerical staff. 

• Performs other related duties as required.

(NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of required qualifications for similar positions. They may not include all of the essential job duties of each position. Each position may not be required to perform all of the essential job duties listed.)

Possession of a high school diploma.

Plus

Two years' experience working in a medical setting or with medical data. Must have typing and data entry experience. Must be experienced in handling large quantities of confidential reports and data.

Knowledge, Skills, and Abilities (Entry Level)

• Knowledge of medical terminology and how to interpret laboratory results.

• Knowledge of modem office practices and procedures.

• Knowledge of word processing, database management, and spreadsheet software packages.

• Knowledge of spelling, grammar, and arithmetic.

• Skill in data entry and the use of word processing software.

• Ability to communicate effectively.

• Ability to use automated office systems and database management and spreadsheet software packages.

• Ability to extract and summarize information and prepare correspondence and reports.

• Ability to set up and maintain paper and electronic filing systems.

• Ability to interpret, explain, and follow County and departmental rules and regulations.

• Ability to multitask effectively.

•  Ability to coordinate, assign, and review work of others.

Proof of License(s), Certification(s) and Education
Applicants are required to submit proof of license(s), certification(s) and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant's major field of study. Copies and unofficial transcripts are acceptable.

Failure to submit proof of License(s), Certification(s) and Education will result in your application not being considered. Proof of license(s), certification(s), and/or education must be submitted with each application.

Proof of Degree Equivalency
Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. (www.WES.org).

Mail or deliver documents to:
ATTN: Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204

You MUST attach your transcript(s)/degree(s) and/or license(s)/certification(s) to your application. Unofficial copies are acceptable.

EXAMINATION PROCEDURE
Applicants will be qualified based on an evaluation of their training and experience, as stated on their application, which includes answers to the supplemental questions. Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.

Medical Examination and Employment Background Investigation

Applicants selected for employment with Baltimore County must successfully complete a physical examination, drug screen, and an employment investigation, including, but not limited to criminal background, education, and fingerprinting checks.

Salary : $22 - $32