Senior Office Assistant, (B272914-1), 202, STD Clinic

Responsible for providing admirative support and customer service. Will assist in the smooth operation of the clinic by handling various administrative task, maintaining accurate records, and ensuring a positive experience for patience.  

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Patient Check-In and Registration; Greet patients, verify their identification, and ensure accurate registration. Collect and update patient information. Including personal details, medical history, and contact information. Explain clinic procedures, policies, and confidentiality requirements to patients.
• Appoint Scheduling and Following-up. Schedule patient appointments, considering availability of medical staff and appropriate time slots. Coordinating with healthcare providers to ensure timely follow-up appointments are scheduled for patients as required. 
• Provide patients with necessary information about their appointments, including date, time and any preparation instructions. 
• Medical Records Managment: Maintain and update electronic and physical patient records, ensuring confidentiality and accuracy. Organize and file medical documents , test results, and other relative information. Retrieve and provide requested medical records to authorized personnel and ensure compliance with privacy regulations.
• Communicate clear, up-to-date, and accurate information to clients, consumers, and community members.
• Provide information with respect, active listening, empathy, and patience, without judgement or stigma. 
• Deliver HIV and STD education services in community health centers, clinics, and high-risk community settings.
• Offer culturally relevant and appropriate services.
• Adhere to program protocols, including client information confidentiality. 
• Assist with PrEP and PEP navigation, including appointment setup, follow-ups, and medication assistance programs.
• Perform other duties as assigned.           

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Knowledge of HIV/AIDS, PrEP and PEP, including infected and affected population, high risk-groups, and a willingness to work with these groups and populations.
• Knowledge of community HIV/AIDS and other resources, including existing social and behavioral health resources and referral agencies. 
• Knowledge of client confidentiality and clients right according to Health Insurance Portability and Accountability Act (HIPAA). 
• Knowledge of advanced clerical practices and procedures.
• Knowledge of City of Laredo policies, procedures, and ordinances.

Skills and Abilities:

• Skill in planning, organization, and time management 
• Skill in customer service delivery
• Skill in performing a variety of duties, often changing from one task to another of a different nature
• Skill in conflict resolution and problem solving
• Ability to organize data, prepare reports, and maintain records
• Ability to build and maintain effective working relationships with others.
• Ability to communicate clearly and effectively both orally and in writing.
• Ability to maintain good planning and organizational skills.
• Ability to take and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff.
• Ability to perform strenuous work and routine work.
• Ability to maintain a valid Texas Driver License and a good driving record.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to effectively communicate both orally and in writing in the English language and orally in the Spanish language.
• Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.
• Ability to effectively function as a team member.
• Ability to effectively communicate, connect and collaborate with local, regional and national organizations to achieve the primary goals and objectives of this program. 
• Ability to efficiently manage time and multiple responsibilities. 

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements Position will have the following exposures

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment Locations Position will require the employee to work in the following types of work environments.
 
 Never

• Warehouse environment

 
 
Seldom

• Outdoor environment
• Street environment (near moving traffic)
• Construction site
• Confined space 

 
Sometimes
 

• Vehicles

Often

• Office or similar indoor environment.

Exposures Position will require the employee to be exposed to the following environmental elements
 
Never

• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals or substances
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

 
Seldom

• Extreme cold (below 32 degrees)
• Extreme heat (above 100 degrees)

Sometimes

• Individuals who are hostile or irate
• Individuals with known violent backgrounds
• Communicable diseases

 
Travel Position will require the employee to travel
 
Never:

• International travel 

Sometimes:

• Local travel
• Regional travel
• National travel

Required Education and Experience

• High School diploma or G.E.D. equivalency
• 1 year of experience in administrative support or a related field

Foreign Education: 

• Applicants who have completed education outside of the United States must submit a foreign credential evaluation completed by a professional credential evaluation agency that is a member of the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE). The evaluation must verify the U.S. equivalency of the degree and identify the comparable U.S. degree level. Applicants are responsible for obtaining and submitting the required evaluation documentation.

Note: The City of Laredo is not responsible for any fees associated with obtaining a foreign credential evaluation or educational equivalency documentation.

Required Licensed or Certifications:

*Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.   

As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.

City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply. Must be able to function in a principle-based organization that has a culture built on character and core values.