Arlington, Virginia
Apr 14, 2017
Apr 21, 2017
Full Time
Job Title: ADMINISTRATIVE ASSISTANT V (BILINGUAL, ENGLISH/SPANISH) Closing Date/Time: Thu. 04/20/17 11:59 PM Eastern Time Salary: $38,625.60 - $59,030.40 Annually
Job Type: Full-Time Location: 2100 Washington Blvd., Arlington, VA (Sequoia Plaza) *ART Bus Accessible*, Virginia       NOTE: This recruitment may be used to fill other comparable full or part-time administrative support vacancies, both non-bilingual and bilingual that occur within Arlington County.

This position is part of the Community Health Services Bureau's (CHSB) Clinical Administrative Team (CAT) with the Department of Human Services (DHS). The Community Health Services Bureau provides services in the following nine program areas: Family Planning; Maternal Health; Family Planning; Sexually Transmitted Infections (STI); Tuberculosis (TB), Aids Drug Assistance Program (ADAP); Immunizations; Women, Infants, and Children (WIC) and Dental. These programs prevent adverse health conditions and promote optimal physical, social, and mental health outcomes for Arlington County residents through family planning, prenatal care, TB treatment, early interventions, nutritional and preventive dental services. The CAT collects program information, ensures documents are scanned, and completes applications for the CHSB programs. This Administrative Assistant will provide general services to clients and handle client registration, screening, scheduling, eligibility/financial assessment, billing, collections and referral for all DHS programs.

Specific duties include:
  • Greeting walk-in visitors, screening clients, providing triage and referring them to other staff for programsas appropriate and completing client registration process;
  • Responding to callers and processing requests via phone, email, fax and mail, disseminating information (applications, brochures, voter registration forms, fact sheets, HIPAA forms, etc.) as necessary;
  • Completing yearly financial assessment process with new and current clients to ascertain associated fees for services being sought for Family Planning, Maternal Health, Immunization and Dental services;
  • Receiving payment for services received, explaining possibility of denial of services;
  • Screening for multiple medical services with varying eligibility requirements, completing documentation and making appropriate referrals;
  • Disseminating information on external programs to include Federal, State, County, or local programs;
  • Using Microsoft Office software to prepare reports, correspondence, memoranda, or other materials (Word, Excel, Access, and Outlook);
  • Collecting monies received from clinics each day, verifying total amounts collected, documenting accordingly and ensuring total amount of monies collected match the daily reconciliation report from WebVision;
  • Preparing medical clinic charts, to include researching of client ID/Medical Record numbers in WebVision, updating of demographic information, adding necessary medical forms as needed and preparing client medical record "out cards" for each client scheduled for clinic;
  • Performing other related duties such as Inventory and ordering of office supplies for CHSB as directed to support the day to day operations of the bureau's clinical programs.
The ideal candidate will have excellent data entry, oral and written communication skills with a background of providing direct customer service to a diverse population and with the ability to assess and prioritize while being a team player in a busy office environment.

Minimum: High school diploma or the equivalent, plus two and one half years of progressively responsible administrative support experience which includes performing functions such as: providing direct service to the public, in person and over the phone; and using computers for entering data and typing documents.

Substitution: Successful completion of college coursework from an accredited college or university can be substituted for the experience requirement on the following basis: two (2) years = six (6) months of experience. Education may not substitute for more than one year of experience.

Desirable: Preference may be given to candidates with experience in one or more of the following:
  • Working with diverse populations/needs (i.e., culture, language, clients with medical issues)
  • Determining eligibility of human services; and/or
  • Knowledge of and/or experience working with medical records.

 Special Requirements: An assessment of oral Spanish proficiency will be required before a candidate can be appointed to this bilingual position.
 Additional Information: Work hours: 8:00 a.m. to 5:00 p.m., Monday through Friday with some evening clinic hours required working an adjusted schedule up to 8:00 p.m. on a rotating basis (one to two evenings per week).  The incumbent in this position will receive the language pay premium on all hours worked and on paid leave hours.

Please complete each section of the application. A resume may be attached, however, it will not substitute for the completed application. Incomplete applications will not be considered. In order to receive full credit for your experience, please ensure that you have included details of all relevant work experience on your application and have completed the Supplemental Questionnaire in its entirety.

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