Senior Health Office Assistant (Substitute)

  • South Orange County Community College District
  • 28000 Marguerite Pkwy, Mission Viejo, CA 92692
  • Apr 08, 2022
Part time / Adjunct Assistant, Secretary & Executive Assistant

Job Description

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Title:

Senior Health Office Assistant (Substitute)

 

Job Category:

NBU

 

Job Opening Date:

March 21, 2022

 

Job Closing Date:

June 30, 2022

 

Locations:

Saddleback College

 

Pay Grade, for more information click on this link: 

http://www.socccd.edu/humanresources/hr_salary.html

 

Pay Type:

Hourly

 

Hours Per Week:

0

 

Job Description:

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

 

SUMMARY DESCRIPTION

Under direction from assigned supervisory or management staff, organizes, coordinates, and manages both the front office and back office functions of the student Health and Wellness Center (HWC)/Student Health Center (SHC) at assigned campus; trains and provides work direction to evening staff and students as assigned; performs the full range of specialized office support and clerical duties in support of the Health and Wellness Center; screens callers and visitors; schedules appointments; maintains patient records; and assists medical staff including in health-related programs, with medical inventory, with informational services, and other areas as necessary.

 

DISTINGUISHING CHARACTERISTICS

This is the advanced journey level class in the Health Office Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including organizing, coordinating, and managing the front office functions for the student HWC/SHC and providing functional and technical supervision over evening staff and students. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

 

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

 

Organize, coordinate, and manage the front office functions of the student Health and Wellness Center (HWC)/Student Health Center (SHC) at an assigned campus; ensure appropriate staffing and optimum services to students, staff, faculty, and visitors to the college; participate in developing and updating policies, procedures, and standard orders.

 

Train and provide work direction to evening staff and student workers as assigned; prioritize and coordinate clerical assignments and projects; ensure compliance with established health and safety regulations and administrative policies.

 

Participate in administration of the assigned HWC/SHC; maintain records and prepare reports related to HWC/SHC activities; design and revise forms for efficient office use; update forms to comply with current health laws and CDC directives.

 

Assist with the preparation and monitoring of the HWC's/SHC's annual budget; monitor and balance assigned budget accounts; transfer funds as necessary; deposit revenue received including fees collected for medication and laboratory tests; audit invoices from vendors to ensure proper tests were administered and charges are accurate; forward to accounts payable for payment.

 

Order and stock medical, office, and general supplies and equipment for the HWC/SHC; maintain current inventory to ensure smooth operation.

 

Maintain a variety of files including confidential administrative and personnel files; input, retrieve and maintain data and reports using computer equipment; prepare, total, and submit HWC/SHC payroll.

 

Compile and maintain data and information for statistical analysis; compile information for reports and summaries each semester including those regarding HWC/SHC utilization; distribute reports as appropriate.

 

Respond to subpoena requests on HWC/SHC patients; provide copies of medical records, TB tests, immunizations, and related items to patients following policy and procedures; provide medical records to other agencies as requested and after appropriate release/waivers have been signed.

 

Screen calls, visitors, students, staff, and patients for medical needs and requests; respond to difficult and sensitive needs and requests including those of individuals with disabilities; provide information and interpret and apply HWC/SHC policies and procedures; schedule appointments with medical staff based on information provided by the patient; collect fees for services requiring payment.

 

Provide clerical assistance and administrative support to medical staff; maintain a variety of files including those containing confidential medical, immunization, and health information; input, retrieve, and maintain data and reports using computer equipment; purge and shred old medical records according to established retention schedules.

 

Respond to immediate health needs including providing minor first aid and dispensing over-the-counter medications; drive a mini-ambulance to pick up or escort ill or injured individuals to the HWC/SHC.

 

Monitor radio transmission to maintain contact with safety personnel and medical staff.

 

Monitor, maintain, and ensure proper maintenance of front office, examination rooms, and other HWC/SHC areas; maintain cleanliness of the HWC/SHC including examination rooms and other areas.

 

Participate in and coordinate HWC/SHC programs, activities, and clinics using knowledge of medical terminology and procedures; assist nurses as needed.

 

Plan and coordinate efforts of the HWC/SHC with other departments; coordinates with staff of other departments to ensure effective coordination of HWC/SHC operations and functions.

 

Coordinate and participate in communications with outside agencies, including health care providers and EMS personnel, as necessary to maintain professional HWC/SHC operations; coordinate outside laboratory billing processes; communicate with healthcare agencies regarding current services and appropriate referral information; contact drug company representatives to request prescription samples; coordinate emergency personnel as necessary.

 

Assist with providing health education information to students and staff; assist with planning, implementing, presenting, and compiling follow-up evaluations/statistics/thank you letters for various health education programs; maintain supplies of health information packets, pamphlets, health insurance information, and other materials.

 

Assist in compiling and assembling data for special projects and reports; verify and review forms for completeness and conformance with established regulations and procedures.

 

Type, word process, and proofread a variety of documents and forms including general correspondence, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate

 

Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

 

Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

 

Perform related duties as required.

 

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

 

Knowledge of:

Medical assistant principles and practices.

Work organization and office management principles and practices specific to a large medical office.

Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.

Office assistance and support duties applicable to a medical office.

Confidentiality requirements applicable to patient health reports and records.

Medical terminology, practices and procedures.

Health and safety precautions applicable to a health and wellness center.

First aid procedures used to assist ill and injured individuals.

Emergency procedures and proper radio communication.

Pertinent federal, state, and local laws, codes, and regulations.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Basic processes, procedures, and practices of budget preparation and administration.

Principles, practices, and procedures of business letter writing.

Principles and procedures used in complex, inter-related record keeping.

Principles and practices used to establish and maintain files and information retrieval systems.

Principles, practices and procedures of fiscal, statistical, and administrative research and report preparation.

Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

Basic mathematical concepts.

English usage, grammar, spelling, punctuation, and vocabulary.

 

Ability to:

Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.

Understand, interpret, and apply general administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.

Manage the front and back office functions in a student health and wellness center.

Organize, coordinate, perform, and oversee specialized medical office support and clerical duties and activities of a general and specialized nature involving the use of independent judgment and personal initiative in support of the HWC/SHC including screening callers and visitors, scheduling appointments, and maintaining health records and information.

Plan and organize work to meet schedules and changing deadlines.

Establish, review, and revise office work priorities.

Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.

Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.

Prepare and maintain procedure manuals.

Provide minor first aid including in emergency situations.

Use sound judgment in recognizing scope of authority.

Participate in the preparation and administration of assigned budgets.

Research, compile, analyze, and interpret data.

Prepare a variety of clear and concise administrative and financial reports.

Implement and maintain filing systems.

Independently compose and prepare correspondence and memoranda.

Operate and ensure proper functioning of two-way radio equipment used to communicate with nursing staff and campus safety.

Respond appropriately to the health needs and requests and inquiries from students, staff, faculty, or the public; effectively present information in person or on the telephone.

Remain calm and efficient in emergency situations.

Ensure cleanliness of HWC/SHC facilities.

Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records and reports.

Type or enter data at a speed necessary for successful job performance.

Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

Adapt to changing technologies and learn functionality of new equipment and systems.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

 

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

 

Education/Training:

Equivalent to completion of the twelfth grade supplemented by coursework or on-the-job training in medical office practices and procedures including bookkeeping and medical terminology or other directly related coursework or training.

 

Experience:

Three years of responsible clerical experience including two years of medical or health-related office clerical experience that included responsibility for scheduling appointments, ordering medical and office supplies, maintaining patient accounts, and providing secretarial/clerical support to medical staff.

 

License or Certificate:

Possession of, or ability to obtain within probationary period, valid First Aid and CPR Certificates and California driver's license.

 

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

 

Environment: Work is performed primarily in a medical office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may be required to drive a mini-van to transport ill or injured students in the case of an emergency. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

 

Additional Information:

$27.07/hr

Up to 25 hours per week

Schedule TBD

 


This position is a short-term, temporary, hourly, Non-Bargaining Unit (NBU) assignment, not to exceed 160 days per fiscal year (July 1-June 30). The assignment is on an as needed basis, and may be shortened or extended at any time, due to departmental needs, with little to not notice. This recruitment will remain open until filled or withdrawn. Once you have submitted an application electronically, the current status of your application will be available to view at any time upon signing in under your personal username and password. Please do not call the Human Resources Office regarding the status of your application.

 

Employment with the South Orange County Community College District is contingent upon successful completion of the Human Resources pre-employment ("onboarding") process. The Human Resources onboarding process may include, but is not limited to, successful completion of Live Scan fingerprinting (approx.. $70), I-9 completion, background checks, reference checks, TB testing, COVID-19 vaccination, as well as completion of the online onboarding process. Failure to successfully complete any portion of the onboarding process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment information may result in withdrawal of any conditional job offer or termination of employment. Short term, non-bargaining unit (NBU) positions may only be used on an intermittent/seasonal basis. Ed. Code sect. 88003 states "Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis."

 
The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.  Documentation according to USCIS I-9 guidelines (i.e. ID card and Social Security card) must be presented at the time of hire. Per IRS regulations, a Social Security card must be presented at the time of hire.

 

Inclusion, Diversity, and Equity: 

The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. 


Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District's mission and goals for EEO, Diversity, Equity, and Inclusion.

 

Disability Accomodations:  If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.

 

COVID-19 Vaccination: The Board of Trustees voted to require COVID-19 vaccinations for all students, employees, and volunteers with allowances for medical exemptions and sincerely held religious beliefs as defined by law. To apply for an exemption, please contact Leilani Anselmo at lanselmo@socccd.edu with your written request specifying which exemption you are seeking. If applying for an exemption, it must be approved by the District prior to your start date. You will need to upload your QR code for you vaccination during the onboarding process.

 

NBU at-will employment: After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an "if and as needed" basis, as determined by the District. NBU employment is at-will, and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.

 

Worksite: NBU employees are limited to working in a single position in one department/site

 

Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times.

 

160-day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work.

 

Payroll reporting period: The payroll reporting period is from the 15th of the first month to the 14th of the next month.  NBU employees are paid on the 10th of the following month. Ex: Pay Period 01/15/22 through 02/14/22 will be paid on March 10th.

 

California Sick leave: NBU employees are eligible for California Sick leave per AB1522.  Information regarding AB1522 is provided to all NBU new hires during the onboarding process.

 

Retirement information: NBU employees may not work more than 960 hours from July 1st-June 30th. NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees' Retirement System (CalPERS), through payroll deduction of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year.

 

Sexual Harassment/Discrimination: The District is committed to providing an environment that respects the dignity of individuals and groups; is free of sexual harassment, exploitation, intimidation, violence, and other unlawful discrimination, preferential treatment, and harassment, including that which is based on any legally protected characteristic. 

 

Equal Employment Opportunity: It is the intent of the Board to establish and maintain within the District and all of its programs and activities a policy of equal opportunity in employment for all persons, and to prohibit discrimination, preferential treatment, or harassment based on sex, age, gender identity, gender expression, race, color, ethnic group identification, national origin, ancestry, religion, mental or physical disability, medical condition, genetic information, pregnancy, marital status or sexual orientation or because an individual is perceived as having one or more of the above characteristics.

 

Confidentiality: Confidentiality of student and staff information is protected under federal law. Any information regarding students or staff that might be accessed in the course of a work assignment through a computer, student file, or other documentation, is to be used strictly to perform my job duties and may only be shared with those who are authorized to have such information.

 

Mandated reporter: Child Abuse and Neglect Reporting: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred. Elder and Dependent Adult Abuse Reporting: It is the policy of the South Orange County Community College District to treat reports of violence against elderly persons or dependent adults as high priority criminal activity that is to be fully investigated regardless of the relationship between the victim and the suspect(s).

 

Campus Crime and Safety Awareness: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu.  Paper copies are available in Human Resources upon request.

 

Drug-Free Environment:  The District shall be free from all unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in all facilities under the control and use of the District. Any student or employee who violates this policy will be subject to disciplinary action, consistent with local, state, or federal law, which may include the referral to an appropriate rehabilitation program, suspension, demotion, expulsion, or dismissal.

 

Smoke Free District: It is the intent of the South Orange County Community College District to maintain an educational and workplace environment that is conductive to the health and safety of our students and employees. Realizing the health hazards posed by smoking and by second-hand smoke, it is policy of the South Orange County Community College District to maintain a smoke free environment for all district sites.

 

NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.

 

DISABILITY ACCOMMODATIONS:

If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.

 

CAMPUS CRIME AND SAFETY AWARENESS:

Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources (DHR) office upon request.

 

PLEASE NOTE:

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

 

Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

 

DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY:

 

The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.

 

Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District's mission and goals for EEO, Diversity, Equity, and Inclusion.

 

 

SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER

 

Important: You must make sure that you have completed your application for a posting by 11:59 p.m., Pacific Time, on the posting's Job Close Date, along with any required documents, in order to be considered for the position.

Application Details


When inquiring or applying for positions within the South Orange County Community College District, please also reference AcademicCareers.com

Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and professional and administrative staff employment opportunities at the South Orange County Community College District and at other institutions of higher education in the region on www.AcademicCareers.com

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