Administrative Assistant- MAT

Summary

Performs general administrative office assignments, medical record keeping, and functions as a communications link to and within the health care unit as appropriate.

• Processes correspondence in a timely and systematic manner
  • Receives notes and routes correspondence to the Administrator and other personnel within and outside the healthcare unit as appropriate
  • Prepares and distributes outgoing correspondence as directed
  • Distributes meeting minutes and action item lists to committee members and other personnel as required
• Accurately compiles and prepares reports
  • Prepares payroll for exempt, non‑exempt, and contracted employees as appropriate
  • Prepares clinical and operational reports for the Administrator and Medical Director
  • Records and transcribes minutes for committee meetings, as well as for other meetings, and prepares action item lists
  • Compiles projects and reports from other healthcare staff as assigned by the Administrator
• Classifies and files all documents to be maintained in the office in a retrievable system
• Schedules meetings, appointments, and work assignments to meet or exceed deadlines
  • Notifies attendees
  • Schedules contract physician hours as requested by the Medical Director
  • Prepares the calendar to reflect scheduled events as necessary
• Communicates effectively and demonstrates respect, concern, and courtesy in all interpersonal communications
  • Protects confidentiality of information in written and verbal communications
  • Facilitates communication between the Administrator and other healthcare personnel by providing accurate, concise, and timely information concerning procedures, reports, directives, and instructions
  • Interacts with correctional staff positively and cooperatively
• Maintains skills and continues professional development to enhance the operations and image of the organization
  • Attends in‑service and continuing education to obtain and maintain skills as appropriate
  • Supports the change process to improve the organization and the healthcare unit
  • Accepts assignments and extra duties with flexibility and willingness to participate in activities that help the health care unit meet its goal
• Adheres to personnel policies to enhance the operation of the healthcare unit
  • Adheres to the attendance policy
  • Reports to work at the designated time
  • Adheres to security policies including PREA requirements

• High school diploma or equivalent required
• Ability to type a minimum of 60 words per minute
• Familiarity with dictation, transcription, and copying equipment
• Ability to successfully pass all required background and security screenings

• Process incoming and outgoing correspondence in a timely and organized manner
• Receive, route, and distribute communications to the Administrator, Medical Director, and internal or external stakeholders as appropriate
• Prepare letters, memoranda, reports, and other written materials as directed
• Distribute meeting minutes and action item lists to committees and staff

• Accurately compile, prepare, and maintain clinical, operational, and administrative reports
• Prepare payroll documentation for exempt, non‑exempt, and contracted employees as required
• Record, transcribe, and distribute minutes for committee and departmental meetings
• Compile projects and reports submitted by healthcare staff at the direction of the Administrator
• Organize, classify, and file all office documents using a consistent and retrievable filing system

• Coordinate and schedule meetings, appointments, and work assignments to meet or exceed deadlines
• Notify all required attendees of scheduled events in a timely manner
• Schedule contracted physician hours as requested by the Medical Director
• Maintain and update departmental calendars to reflect current and upcoming activities

• Communicate clearly, professionally, and respectfully with all staff
• Maintain confidentiality in all written and verbal communications
• Facilitate effective communication between the Administrator and healthcare staff by accurately conveying procedures, directives, and instructions
• Interact positively and cooperatively with correctional staff and facility personnel

• Participate in required in‑service training and continuing education
• Maintain and enhance administrative and technical skills to support healthcare unit operations
• Support organizational and departmental change initiatives
  
  Demonstrate flexibility by accepting additional assignments and duties as needed to support unit goals

• Adhere to all personnel, attendance, security, and PREA policies
• Report to work as scheduled and maintain dependable attendance
• Follow all facility and organizational procedures to support safe and effective operations

• Professionalism and discretion
• Strong organizational and…