Administrative Specialist - Congress - Dental Administration

Schedule: Monday - Friday

Salary: $17.57 - $24.16 depending on qualifications

JOB PURPOSE: The Administrative Specialist - Dental is responsible for providing specialized administrative support of moderate to intermediate complexity and technical in nature that requires greater independent judgment and limited decision making for the assigned department, program, or unit and its varied operations. The Administrative Specialist in this role, may be required to fulfill various administrative functions and possess specialized knowledge and experience working with the assigned department or program’s operations, with a comprehensive understanding of administrative operations. The Administrative Specialist may serve as an informational resource for the assigned operational area. The Administrative Specialist will perform all functions and responsibilities of the position at a location assigned by management.

An employee in this position typically works with intermittent supervision and review, and any work problems involving departures from standard policies, interpretations, or procedures are reviewed with the supervisor for direction and resolution. The incumbent will possess the knowledge and experience to provide resolution recommendations for problems, issues, or situations within the assigned area of responsibility.

Essential Job Functions:

• Performs all assigned administrative duties, tasks, responsibilities, and assignments supporting the department, program, or unit operations within established time frames; meeting established rates of performance for the quality and quantity of work for the position; demonstrating a level of self-initiative, quality, efficiency, and accuracy in the employee’s job performance that ensures the highest standards of excellence.

• Serves as point of contact NYU Langone Dental Medicine for El Rio Health Dental Residents and A.T. University-ASDOH- Dental Students.
• Organizes the CODA Visit and NYU Ryan White.
• Works with other El Rio Health Departments with Onboarding Dental Residents and Dental Students.
• Organizes the Dental Residents Orientation for Pediatric and General Residents.
• Organizes and coordinates interviews for applicants of the residency programs and coordinates the day of visit and interview.
• Works with Embedded RDH and Director to schedule and organize meetings.
• Acts as a backup to the Senior Administrative Assistant.
• Provides specialized administrative knowledge to the Dental Department.

• Maintains, at all times, organizational, employee, and/or patient confidentiality by controlling the environment and information being disclosed to authorized individuals ensuring compliance with all HIPAA and corporate compliance standards, as well as generally accepted human resources confidentiality standards.
• Understands and complies with all organizational Code of Conduct standards, Policies and Procedures, and Service Excellence requirements with all patients, visitors, employees, and internal/external clients or representatives.
• Serves as a contact point and informational resource for a department, program, or unit administrative operations, tracking and ensuring that any issues, complaints, problems, or requests are brought to a timely and effective resolution.
• Demonstrates the specialized knowledge, understanding, and technical skills of a program or departmental operations to complete all administrative duties, tasks, responsibilities, and assignments working with office equipment, operating systems, organizational programs and/or business software, such as:  
• Working with organizational operating systems, programs, and/or business software ensures that data integrity standards and content are entered and maintained within departmental, program, or unit databases for effective operational use and reporting; performs data entry and processing.
• Generates and distributes scheduled, or ad hoc, standardized system reports and/or summary information, as assigned or requested for distribution to department or program staff or other internal/external clients or representatives through utilization of available reporting programs linked to organizational databases, programs, or systems.
• Gains and maintains an understanding of federal, state, and local laws; as well as all standards and requirements of organizational policies and procedures applicable to the program or departmental operation, to support compliance of administrative operations with the respective regulations, standards, or requirements.
• Provides administrative support to other staff members in the performance of their assignments and departmental operations supporting patients, visitors, employees, and internal/external clients or representatives:  
• Answers telephones, schedules appointments, and confirms appointments.
• Operates general and specialized office equipment such as: computers, copiers, multifunction printers, or postal equipment.
• Performs administrative projects, tasks, and duties, as assigned, or requested, such as: 

• Conducts research and compilation of data or information on assigned projects; creates professional level summaries and reports on the project; ensures objectives and deliverables of assigned projects are achieved and meet the defined standards.

• Creates, modifies, and maintains departmental spreadsheets ensuring effective and optimal operational use and reporting.
• Creates administrative files and performs ongoing file maintenance regarding record or file creation and retention.
• Maintains office or departmental supply inventories, orders and tracks receipt of supplies, distribution, and usage.
• Maintains departmental, unit, or program operational and/or equipment logs.
• Performs the scheduling and coordination of assigned departmental, staff, and ad-hoc meetings; coordinating and scheduling room availability, creating and distributing agendas, taking, and transcribing meeting minutes, preparing, and distributing information packets, while maintaining meeting records and documents.
• Maintains a clean, safe, and hygienic work environment in compliance with all Policies and Procedures including but not limited to work areas, workstations, examination rooms, hand washing, infection prevention and control etc. for this position.
• Demonstrates an understanding of and proficiency with the application of all Joint Commission Accreditation standards and reporting requirements applicable to an Administrative Specialist.
• Demonstrates an exceptional level of customer service; answering and responding to all incoming calls, emails, and inquiries in a timely and effective manner, responds to requests for support providing general information in response to inquiries; referring technical inquiries or complaints to the appropriate department member for resolution, when required.
• Consistently acknowledges and greets patients/visitors/clients in a warm professional manner by maintaining eye contact, and a friendly professional smile, serving as a positive role-model at all times.
• Communicates effectively through written, verbal, and interpersonal skills as applied when interacting with patients or visitors, employees, and internal/external clients or representatives, successfully conveying and exchanging information in a positive manner.
• As a team player demonstrates self-initiative by being aware of the work environment to assist co-workers and others while maintaining and enhancing a respectful and positive attitude in the work environment.
• Performs the processing, submission, and tracking of documents, such as: invoices, requisitions, or work orders within established limits and procedures; obtains appropriate approvals and completes submission of the respective documents to the correct department for payment.
• When so assigned, gains, and maintains a proficient and comprehensive understanding of all organizational money handling policies and procedures, ensuring compliance at all times, while demonstrating a high level of accuracy and minimal error rate. Examples include:
• Accurately handles all cash, checks, or bankcards for payment; completes check and bankcard transactions according to established procedures; collecting copayments and coinsurance amounts from patients, ensuring issuance of required receipts for all funds received and transactions.
• Maintains sufficient amounts of change in cash drawer, balancing assigned cash drawer, and receipts with consistently high level of accuracy at all times; documenting and communicating any discrepancies with a cash drawer balance.
• Prepares daily account deposit documents, confirming all currency and deposit totals in compliance with all established cash handling policies and procedures.

Minimum Education and Experience:

• High School Diploma or General Education Diploma (G.E.D.
• A minimum of three (3) years’ experience in an administrative office, preferably in a healthcare environment.

If applicable, equivalent combination of education and experience may be considered, and must be directly related to the functions and responsibilities of the job.

Required Licenses, Certifications, and Registrations:

• Level I fingerprint clearance card: current valid and in good standing or have applied for it within seven working days after beginning employment.
• Employees in this position are required to have reliable transportation that can meet any operational reassignments of the organization during the workday. If an employee is driving during work hours, the employee is required to possess a valid driver’s license and must comply with Arizona vehicle insurance requirements.

Preferred Education, Experience, Skills, Abilities:

• Bilingual (English/Spanish) with the ability to speak, read and write in both languages.

El Rio Health is a diverse and inclusive organization. We are invested in helping you and your family Create Tomorrow.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

El Rio Health does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age 40 and over, disability, genetic information, military status, ancestry, marital status, familial status, or any other status protected by law or regulation. It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.

El Rio Health requires all employees (except those 100% working remotely) to have a Level One Fingerprint Clearance card. A.R.S. 36.425.03. If the prospective employee does not possess this prior to hire, fingerprint application must be completed within 7 days post hire.

All employees are strongly recommended to obtain COVID 19 and maintain vaccination status (i.e. as recommended by CDC and/or other public health agencies) to include an Influenza vaccination. Personnel who decline to receive COVID 19 and/or flu vaccination per most recent CDC recommendations will be recommended to wear a facemask while in an El Rio Health facility, including both clinical and non-clinical areas from November 1 to April 30 (subject to change depending on viral activity). Subject to exemptions and accommodations when required by law.

All employees are required to undergo drug testing prior to employment and, will be subject to post-accident, reasonable suspicion, return to duty and follow up drug and alcohol testing in compliance with Federal and State regulations for alcohol and controlled substance testing. Employees in positions holding responsibility for the safety and welfare of others will also be classified as safety sensitive.

El Rio Health is a non-profit 501(c)(3) Federally Qualified Health Center (FQHC) and abides by all applicable federal Drug-Free Workplace standards. El Rio Health is an equal opportunity employer.