Office Support Specialist - Veterinary Diagnostic Laboratory

Duties & Responsibilities

• Documentation and Record Maintenance:
  • Enters confidential information, including test results and charges, into the Laboratory Information Management System (LIMS) maintaining a high level of detail and accuracy.
  • Proofreads and corrects errors on reports submitted to the office by faculty and technicians for client cases. Sends reports and invoices to clients when cases are finalized.
  • Update and/or create data files for distribution to clients and government agencies on a regular and/or as needed basis (spreadsheets, word documents, etc.).
  • Maintains laboratory records retention system by labeling, scanning, and filing submission related paperwork. Prepares files for off-site records storage.
  • Review daily financial reports and make any necessary adjustments. Assist in the preparation of simple financial paperwork, receive and record payments.
• Client Assistance:
  • Provide direct office support to faculty and staff within the laboratory in person, on the phone, or via email. Receives and screens calls for faculty and staff and determines needs and handles routine items independently. Relays messages to and from laboratory departments to outside clientele.
  • Greets clients in person and over the phone in a friendly and helpful manner. Responds to and resolves inquiries from clients, faculty, and staff to provide or clarify information on charges, services, policies, and procedures.
  • Investigates and resolves minor client billing issues/discrepancies; escalates when appropriate. Provides copies of invoices, generates statements of account, and communicates with campus General Accounts Receivable and VDL Accounting Associate as needed.
  • Documents customer contacts in the Laboratory Information Management System and participates in quality system as required by all VDL employees.
  • Quotes current laboratory test pricing to VDL clients.
  
  
• Miscellaneous:
  • Receives, sorts, opens, and distributes incoming mail/packages and prepares outgoing mail (weighs envelopes/parcels, applies postage).
  • Other duties as assigned.