Human Resources Assistant (HRIS-Occupational Health Services Medical Records)

Pay Schedule VI, Grade 23, Regular Schedule: 35 hours per week
 
A vacancy exists in the Office of Human Resources, HRIS Division, Occupational Health Services Medical Records. 
 
A list of eligible applicants will be established based on the examination as outlined below.

Current and future vacancies occurring in any Office or Department of Baltimore County General Government may be filled from the list of eligible applicants.

All interested transfer and promotional candidates must apply at this time.  

List all promotions and changes in job duties due to reclassification as separate work experiences on your application. Applicants must include the dates of the promotions and reclassifications.

Note:  Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

You can attach your transcript(s) or license(s) to your application.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Reporting to the Occupational Health Services (OHS) Records Manager and under general supervision, the Human Resources Assistant supports the administration of county medical programs by coordinating pre-employment and occupational health services, assisting with medical records, request for services, scheduling, and ensuring compliance with health and HR policies. This role acts as a confidential liaison between the county, medical providers, and partner agencies, maintains accurate documentation and tracking, and provides operational support to ensure employees meet required medical standards for employment and ongoing fitness for duty and occupational certifications.

ESSENTIAL FUNCTIONS:

• Assists the implementation and administration of office systems and procedures to ensure compliance and operational efficiency within government-contracted occupational health programs. 

• Communicates policies and procedures to departments, county employees and external partners. 

• Schedule a variety of medical appointments related to occupational requirements. 

• Provide timely status updates on pre-hire candidates. 

• Maintain accuracy and confidentiality when working with healthcare and HR records. 

• Demonstrate strong multitasking skills and attention to detail in a fast-paced environment.

• Assist division in performing complex, technical and administrative tasks in the area of Human Resources Information Systems OHS MR to include but not limited to:

• • HRIS Occupational Health Services Medical Records (OHSMR) Division: 

• • Pre-Hire Support:  Provide agency updates and maintain Excel tracking/charting for pre-hire medical progress. Supports the retention, organization, and maintenance of medical records. May assists the Medical Records Manager and HRA II by reviewing pre-employment medical reports and confirming candidates meet minimum medical requirements. Provides guidance to applicants on job requirements and physical demands. Shares Health Insurance Portability and Accountability Act (HIPAA) and Occupational Safety and Health Administration (OSHA)-regulated medical information with authorized agency staff and legal offices when requested. Helps interpret HR policies and ensures compliance with relevant laws, regulations, and agreements.

• • Electronic Personnel Records Management:

• • Medical Filing: Decryption and encryption of medical records. Downloading, saving, creating, and updating medical files daily. Case File Support: Reconcile daily schedules, files, medical records, and reports.

• • Scheduling, Workflow and Processes: 

• • Medicals: Daily pre-employment and occupational health scheduling Public Safety, Baltimore County General Government, the Baltimore County Public Library, the Baltimore County Revenue Authority, and the Community Colleges of Baltimore County requesting medical services. 

  • Medical Billing, Invoices & Vendor Management: Assist in the daily and monthly reconciliation of medical services (e.g. cancelations, re-scheduled services, and “no show” appointments). 

  • Communication Support: Manage multiple email inboxes, handle incoming and outgoing calls, prepare outgoing letters, and respond to various requests.

  • Automation, Technology & System Integration: May assist with Workday projects as assigned to include – OHS MR Workday Integration. May assist with the functional configuration of enterprise platforms (e.g., Workday. Testing system updates, patches, and software fixes to ensure zero disruption to services.

  • Operational Documentation and Special Projects: Assist with OHS scheduling SOP updates and various forms used for medical requests. 

  • Administrative Support: Handle additional tasks such as requesting or ordering operational supplies.

• Uses automated office systems, such as word processing equipment or a computer, to prepare a variety of letters, memos, and other material from draft or specific instructions. Selects the appropriate letter or memo format, proofreads and edits documents for grammar, punctuation, and spelling, and prepares document for distribution or mail. Originates procedural correspondence such as form letters and routine notices to respond to requests for information or to begin office processes.

• Sets up and maintains office databases and logs. Accesses databases to establish, retrieve, review, update, track, and revise a variety of office and medical records. Performs queries and compiles routine reports from various datasources. Assembles data for inclusion in narrative and statistical reports. Creates and updates office spreadsheets.

• Establishes and maintains confidential alphabetical, chronological, or subject matter files and records. Locates, extracts, and summarizes information from files for preparation of reports or to respond to inquiries, routine requests, or complaints. Determines release of information according to established procedures HIPAA, OSHA and confidentiality. Initiates the process of purging and updating files.

• Opens, date stamps, and distributes incoming mail to appropriate staff. Tracks the handling of correspondence, certified mail and/or written complaints to the time of completion. Ensures office responses are completed in a timely manner.

• Greets and directs clients and visitors. Responds to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail. Collects information regarding more complex and medical inquiries and refers to appropriate staff for follow-up as necessary. May reserve meeting room facilities or space. Types, photocopies, and distributes meeting agendas and/or minutes. 

• May lead and instruct others (example: Youth Summer/Seasonal Temporary Hires) 

• Performs other duties as assigned.

Required Qualifications
Possession of a high school diploma or an appropriate equivalent
plus
two (2) years of clerical or technical experience in a human resources function or in job placement. 

(Additional education in personnel administration may be substituted on a year-for-year basis for the required experience.)

Preferred Qualifications

• One (1) year of clerical, administrative, word processing, medical scheduling, or secretarial experience and two (2) years of professional experience in human resources, healthcare administration, compliance or a closely related analytical/administrative role.

• Education beyond a bachelor's degree in human resources administration, business or public administration, education, psychology, or law

• Experience working with confidential records, data management systems, or regulated documentation.

• Demonstrated ability to analyze data, interpret regulations, and prepare clear written reports.

• Experience in human resources administration and/or relevant experience in organizational performance within healthcare or government-contracted environments 

Knowledge, Skills, and Abilities (Entry Level):
Knowledge of personnel recordkeeping procedures. Knowledge of modern office practices and procedures. Knowledge of automated office systems. Knowledge of spelling, grammar, and arithmetic.

Ability to understand human resources rules and regulations and to communicate them effectively to others.  Ability to establish and maintain effective working relationships with all contacts.  Ability to use automated recordkeeping and word processing systems.  Ability to handle confidential material with discretion.  Ability to perform basic mathematical computations.  Typing ability.

Knowledge, Skills, and Abilities (Full Performance):
Knowledge of County and departmental rules, regulations, policies, and procedures. Knowledge of automated office systems used in performance of duties. Knowledge of team-teaching techniques.

Skill in operation of automated recordkeeping and word processing systems.  Skill in communicating human resources rules and regulations to others.  Skill in performing basic mathematical computations.  Skill in assisting with instructor led training.

Ability to supervise clerical employees.

Proof of Licenses, Certifications and Education
Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant’s major field of study. Copies and unofficial transcripts are acceptable.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Proof of Degree Equivalency
Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. (www.WES.org)

Mail or deliver documents to:
ATTN: Human Resources Assistant - HRIS, OHSMR
Office of Human Resources
Baltimore County Government
308 Allegheny Ave.
Towson, MD 21204

You can attach your transcript(s) or license(s) to your application.

EXAMINATION PROCEDURE
Applicants will be qualified based on an evaluation of their training and experience, as stated on their application, which includes answers to the supplemental questions.  Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.Employment Background Investigation
Applicants selected for an appointment to a position in Baltimore County must successfully complete an employment background investigation, including, but not limited to a criminal background, education, and fingerprint check.