Administrative Assistant

Katmai · Houston

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SUMMARY

Provides administrative, clerical, and office management support to the Soldier Recovery Unit (SRU) command section, executive staff, Soldiers, military personnel, and Civil Service personnel. Responsibilities include managing correspondence, calendars, travel, personnel actions, records, reports, databases, patient appointment information, and other administrative activities. The Administrative Assistant handles sensitive patient information in accordance with HIPAA requirements and may work independently on projects involving research, briefing charts, and presentation materials.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Perform general administrative and secretarial duties, including filing, answering telephone calls, scheduling appointments, coordinating travel, and maintaining records.
• Provide administrative support to executive staff and the SRU command section, including office management responsibilities related to budgeting, personnel records, and payroll.
• Work independently on assigned projects requiring research and the preparation of briefing charts and other presentation materials.
• Receive SRU Veterans Affairs (VA) and Individual Disability Evaluation System (IDES) appointment notifications and forward them to the appropriate Nurse Case Managers, Company Commanders, First Sergeants, Cadre, and Soldiers.
• Monitor patient attendance at scheduled appointments using MHS GENESIS and record attendance in the applicable appointment-tracking spreadsheet.
• Contact the appropriate Registered Nurse Case Manager, Medical Support Assistant, agency representative, or staff member to assist unscheduled walk-in patients and their family members.
• Notify Veterans Affairs representatives, Federal Recovery Coordinators, Transition Liaison Specialists, or other appropriate staff when patients, family members, or visitors arrive.
• Relay sensitive patient information to designated personnel in accordance with HIPAA regulatory guidance.
• Support oversight of the Nurse Case Manager on-call program by checking voicemail, taking messages, and returning calls.
• Provide duty and orientation information supplied by the supervisor to personnel reporting for staff duty, including requesting communications pagers.
• Complete MODS and COPS slide reports when the Senior Nurse Case Manager is unavailable.
• Assist Warriors and military and Civil Service personnel with matters related to the command section.
• Process and track personnel actions requiring command-section signatures.
• Track leave, passes, and other major calendar events for Cadre and staff.
• Maintain calendars for the SRU Commander, Command Sergeant Major, and Battalion Executive Officer.
• Prepare military correspondence between the battalion, Brooke Army Medical Center (BAMC), and other outside organizations for the command section.
• Maintain personnel and quality assurance systems and databases, including the Table of Distribution and Allowances database and Army Training Information System.
• Accurately account for personnel on the Daily Status Report.
• Initiate and coordinate strength-management actions involving Officers, Warrant Officers, Enlisted Warriors, and staff.
• Compile, track, edit, update, and distribute periodic reports, rosters, and procedures, including alert rosters, emergency contact information, TDA position alignment, barracks inspections, and staff rosters.
• Use the Defense Travel System to arrange official travel, including flights and rental vehicles, for authorized unit personnel and create profiles for SRU Wounded Warriors.
• Coordinate and receive Playaway audiobooks from BAMC volunteers and make them available.
• Support the Warrior Family Support Center, Soldier and Family Assistance Center, United Service Organizations, and other outside agencies by distributing their event calendars to staff and Soldiers.
• Update applicable medical and personnel data systems as required.
• Maintain regular and punctual attendance.
• Perform other duties as assigned.

Requirements

MINIMUM QUALIFICATIONS

• Knowledge of the following regulations, policies, and related procedures:
• DoD 6025.18-R, DoD Health Information Privacy Regulation
• AR 40-400, Patient Administration
• AR 40-58, Army Recovery Care Program
• Applicable OTSG/MEDCOM policies
• DoD and Army reporting requirements
• Knowledge of the processes and procedures needed to perform nonstandard administrative support work in a medical environment.
• Knowledge of Patient Movement Requests, associated documents, and the procedures used to process patient-movement actions.
• Knowledge of healthcare systems and programs.
• Knowledge of patient regulation, tracking, movement, and Soldier-transfer processes.
• Knowledge of medical terminology, coding, and medical billing.
• Knowledge of military regulations governing medical, clerical, and administrative matters.
• Effective communication skills to manage clinician needs and requirements and communicate with diverse audiences.
• Knowledge of the organization's programs, staff duties, commitments, goals, and priorities as they relate to clerical, administrative, office automation, and Warrior-transfer functions.
• Knowledge of Patient Affairs and organizational staff functions sufficient to perform and assign tasks and advise other clerical support personnel regarding instructions and regulations.
• Counseling-level interpersonal skills and knowledge of the healthcare system and programs.
• Knowledge of office automation systems and the ability to use multiple software applications for varying office needs.
• Basic understanding and operational knowledge sufficient to update applicable systems, including:
• Armed Forces Health Longitudinal Technology Application
• Composite Health Care System
• TRANSCOM Regulating and Command and Control Evacuation System
• Medical Operational Data System
• Defense Eligibility Enrollment Reporting System
• Theater Medical Data Store
• Soldier Patient Tracker/Locator Systems
• Ability to read, write, comprehend, and speak fluent English, and be computer literate.
• Must obtain and maintain any necessary security access and/or background checks.

DESIRED QUALIFICATIONS & SKILLS

• Ability to evaluate individual inquiries, provide appropriate information, explain available alternatives, and assist individuals in determining an appropriate course of action.
• Ability to communicate with diverse audiences using appropriate written and verbal communication styles.
• Ability to write, format, prepare, or coordinate materials that communicate complex technical or program information to audiences with varying levels of knowledge and interest.
• Skill in grammar, spelling, punctuation, capitalization, and required correspondence formats.
• Ability to locate, compare, and analyze sensitive medical information.
• Familiarity with or ability to learn/use other technology management tools employed in the work environment.
• Excellent responsiveness and customer service skills.
• Ability to perform in a fast-paced, high visibility environment with relative autonomy.
• Ability to manage work environment and workload with minimum supervision, based on knowledge of work priorities.
• Ability to set and achieve goals, working successfully as an individual contributor or as part of a team.
• Ability to work well under pressure and within established guidelines.

WORK SCHEDULE

40 hours per week. May be required to work additional hours as needed to complete assignment or project.

WORK ENVIRONMENT

Work is primarily performed in a professional office setting, including the normal office equipment (e.g., computer, fax machines, copier) and with a wide variety of people in differing functions, personalities, and abilities.

PHYSICAL DEMANDS

Personnel must be able to stand on hard surfaces for extended period of time; bending, stooping, and working in sometimes uncomfortable positions. Personnel must be able to lift and carry items that weigh up to 20 pounds, and/or maneuvering, pushing or sliding items for proper positioning. Frequently uses hands/fingers for manipulation of keyboard and mouse. It is Katmai’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

Benefits

• Base Rate: Per the wage determination

• Health & Welfare Fringe: $5.09 per hour up to 40 hours
• Eligible Benefits: Medical, Dental, Vision, Life & AD&D Insurance, Long-Term & Short-Term Disability Insurance, 401(k) Savings Plan, Employee Assistance Program (EAP), Paid Time Off (PTO), 11 Paid Federal Holidays, and Leave of Absence.

Compliance:

To be considered for this position, all applicants must apply on the company website, https://apply.workable.com/katmai/

We are a VEVRAA Federal Contractor.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or national origin, disability status, protected veteran status, marital status, familial status or any other characteristic protected by law.

Preference will be given to Ouzinkie Shareholders, Descendants of Shareholders and Spouses of Shareholders in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2000e - 2(i).

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