(Administrative Asst III) Client Access Services Coordinator
This advertisement will be used to fill multiple positions. Provides front and back office support for clinical service delivery at the Merrifield Center. Through the use of Microsoft Office software and electronic health records, performs duties that expedite the delivery of services in a behavioral healthcare environment. Performs duties pertaining to registration, financial subsidy reviews and updates; demographic and registration data integrity in the electronic health record, appointment scheduling, patient check-in/check-out, collecting and recording fees for services rendered, internal and external customer support, troubleshooting errors. Responds to patient requests for information and referrals, explains health center policies to staff and customers; walk-in and telephone reception; and helps with building navigation. Interfaces with internal and external customers and must remain aware of security protocols and standards. Enacts security procedures when required. Provides services with integrity, friendliness, and in a professional manner. Position must protect individuals' confidentiality using existing state, local, and federal policies and procedures. Position must maintain expertise in several databases related to the EHR, insurance verifications, and revenue cycle management, as well as Microsoft Office software. This position maybe required to work evenings, weekends, and holidays. The hours can vary from 8:30 a.m.- 11:00 p.m.
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General Financial Duties
Uses spreadsheets or databases to organize information and produce standard reports;
Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;
May approve some disbursement forms;
Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;
Explains fiscal rules and procedures to employees to ensure uniform application.
Sets up accounts through corporate systems;
Prepares status reports;
Gathers data for use by others in preparing budget;
Prepares transfer vouchers and interfund billing;
Monitors external accounts for discrepancies.
Prepares wide variety of accounting forms;
Reconciles daily receipts or accounts receivable/payable;
Identifies discrepancies and makes corrections;
Collects required documents;
Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.
Verifies requests for goods and services against county contracts and funding sources;
Orders goods or services and follows up/resolves discrepancies and ensures delivery;
Authorizes requests for goods and services in corporate systems;
Ensures appropriate routing and approval of purchase requests.
Scheduling & Coordinating for Others
Makes and cancels appointments;
Schedules rooms for classes, meetings, conferences, etc.;
Coordinates audiovisual, training equipment, refreshment requests;
Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.
Composes routine correspondence on behalf of the executive/work unit head.
Provides administrative support and implements procedures;
May supervise others;
Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
Trains and orients new employees;
Provides and explains relevant policies and procedures.
Composes routine correspondence on behalf of the executive/work unit head.
Explains departmental policy/procedure but does not interpret them;
Responds to inquiries that require referencing a variety of sources and utilizing
knowledge of the department/county operations.
Keys/types complex documents (e.g., technical);
Proofs spelling and grammar;
Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
Compiles reports from edited drafts;
Uses macros and templates developed by others.
Performs data entry with some knowledge of department/work unit/program;
Manipulates screens for additional entries;
Generates routine reports;
Creates simple spreadsheets;
Compiles routine factual/numerical reports using readily available information.
Processes pay adjustments;
Transmits on-line T&As;
Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;
Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);
Trains new employees on how to do on-line time.
Prepares and verifies completeness/accuracy of forms/documents (e.g., personnel requisitions, PARS, PCFs);
Provides basic new employee benefits information;
Explains routine personnel policies and procedures;
Gathers information (e.g., salary range, class specifications, and merit adjustments) from HR website or other county sources for supervisor/management;
Instructs employees in proper completion of routine documents (e.g., insurance enrollment forms).
Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
Significant nonstandard skill/knowledge is required involving production of an end product such as a report.
Basic skills in the use of Microsoft Word.
Basic math skills.
Basic skills in the use of applicable Microsoft Office Suite software.
Ability to write simple documents.
Ability to process and integrate complex data.
Ability to establish and maintain effective working relationships with both external and internal contacts.
Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least three functions (e.g., create shells, accounts payable processing).
Personnel and Payroll
Ability to perform routine Human Capital Management Enterprise Resource Planning system functions (e.g., process PARS, requisitions).
Ability to maintain confidentiality and be sensitive to political issues.
Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s). Tuberculosis test upon hire and annually thereafter.
NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry, and a sanctions screening to the satisfaction of the employer. Positions may be located at any CSB site in the organization and assigned to any 24 hour/7 day a week shift for a 42.5 hour work week, with a minimum of a 12 hour break between shifts. Regularity of work shift will be the goal within each pay period. Emergency service personnel.
Microsoft Office computer software, especially Word, Excel and Outlook. Working knowledge of electronic health records and familiarity with HIPAA rules and regulations.
Ability to travel to various CSB sites to attend meetings or preform work duties; maneuver through multi-floor buildings; bend/stretch; carry up to 25lbs; ability to answer phones and use a keyboard driven equipment. Ability to communicate clearly with others. All duties performed with or without reasonable accommodations.
It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce.
Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314. EEO/AA/TTY.