Administrative Support I

Department: Arab American National Museum

Location: Dearborn, MI

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Job Title: Administrative Support I

Job Status: Part-time (up to 28 hours per week)

Job Summary: Under direct supervision, the Administrative Support I uses basic skills obtained through experience and training to provide clerical support to an assigned functional area.

Essential Duties and Responsibilities:

• Answer phones, screen incoming calls, gather routine information and direct callers to appropriate destination

• Take and deliver messages as needed

• Schedule appointments and admissions for clients and set up client reminders as needed

• Answer questions and concerns, collect information and documentation, provide information on program requirements and schedule patient/clients

• Distribute documentation to appropriate destination

• Provide a welcoming, informative presence at assigned workstation

• Be cognizant of surroundings and notify a supervisor of suspicious/threatening behavior

• Account for the safety and security of the building

• Greet visitors, determine service need and direct to appropriate area/individual

• Type, copy, file and fax documents as needed

• Prepare and sort mail

• Order supplies as needed

• Maintain agency confidentiality and clients- privacy

• May be responsible for scheduling and maintaining appointment calendars for sessions, individuals or groups

• May enter routine data into database software.

• May prepare client/patient forms and files (hardcopy and/or electronically)

• May assist in gathering data for regular reporting based on assigned functional area

• May perform standardized testing according to established guidelines and procedures including performing hemoglobin testing, obtaining weight and measurements and documenting results based on assigned functional area

• Operate standard office equipment and use required software applications

• Perform other duties and responsibilities as assigned

  Knowledge, Skills and Abilities:

Knowledge of:

• Basic concepts, principles and practices of office administration

• Billing systems, co-pays, deductibles and insurance verifications as well as referrals and prior authorizations based on assigned functional area

• Basic medical terminology based on assigned functional area

• OSHA standards and universal precautions based on assigned functional area

Skill in:

• Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office

• Operating electronic medical record software based on assigned functional area

• Operating database software based on assigned functional area

• Operating MI WIC database based on assigned functional area

Ability to:

• Communicate effectively, both orally and in writing.

• Organize and prioritize multiple tasks and meet deadlines

• Provide a high level of customer service to both internal and external contacts

• Work independently as well as collaboratively within a team environment

• Maintain confidentiality of agency and client information

• For the Medical clinic - ability to use medical terminology

  Educational/Previous Experience Requirements:

• Minimum Degree Required:

• High school diploma or GED equivalent

and

• At least 6 months previous admin/clerical experience or 1 year preferred or any equivalent combination of experience, education and/or training approved by Human Resources

  Licenses/Certifications:

• Licenses/Certifications Required at Date of Hire: None

  Working Conditions:

Hours: Normal business hours, some additional hours may be required

Travel Required: None generally required

Working Environment: Climate controlled office

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