Administrative Office Associate [Code: Hivaoa]

Northern Kentucky Health Department
Job Posting
March 19, 2024
ADMINISTRATIVE OFFICE ASSOCIATE [Code: HIVAOA]

Do you want to improve quality of life in the region by preventing disease, promoting wellness, and protecting against health threats? Are you excited about inspiring collaboration, igniting partnerships, and improving outcomes? Do you like new challenges? Does work/life balance appeal to you? If you answered YES, then it may be time for you to find the job you love right here at NKY Health. The Population Health Division of NKY Health is accepting applications for a full time (40 hours/week) Administrative Office Associate to support the HIV/AIDS case management unit and to perform related duties. Initially, the position will be based at our District office currently located in Florence, KY. We could be waiting for YOU!

Status: Full-time (40 hours/week) non-exempt (hourly pay) merit system position
Classification: Administrative Office Associate
Band: 3
Starting Pay Rate: $17.68 to $21.30 (based on your years of directly related paid experience)
Reports to: Programs Supervisor for HIV/AIDS Case Management

Essential Functions include, but are not limited to:

1. Performs support services for assigned program(s). (Generates purchase orders and submits documentation. Processes checks payable list, copy checks, and mail checks. Manages local cab requests. Assists individuals with enrollment in Medicaid and for SNAP benefits through KY DCBS using online application portal and telephonic methods. Assists individuals with enrollment in Medicaid and for SNAP benefits through KY DCBS using online application portal and telephonic methods. Save documentation in clients folders. Assists clients with re-enrollment and recertifications for Medicaid/SNAP. Cab expenses are reviewed for accuracy and entered into CAREWare. Manages RWS approved voucher assistance services.)

2. Prepares a variety of drafts of correspondence, reports, and forms on behalf of supervisor or others in division. (Prepares draft memos, letters, and other communications from templates. Updates forms needed by assigned program(s). Prepares simple or routine and non-routine reports. Prepares monthly Clinical Information Forms (CIF’s) and sends medical records requests to local medical providers. Prepares simple or routine and non-routine reports including but not limited to monthly check reconciliation, Health Insurance Program (HIP), Completeness, Evaluation Web, and financial reports from CAREWare.)

3. Coordinates meetings/functions/events assigned by supervisor or others in division. (Maintains assigned calendar(s). Completes minutes for each program meeting.)

4. Establishes and maintains filing system and/or database. (Maintains existing filing system(s), including filing in clients’ electronic case records. Scans records for electronic files and/or reports. Moves paper records to appropriate folders. Purges and destroys records no longer needed. Makes notations on records. Enters data into databases including but not limited to entering lab results, medical visits, and other data into CAREWare.)

5. Communicates on behalf of supervisor or others in division. (Makes phone calls or sends e-mails or written correspondence from specific direction/script/template as assigned.)

6. Ensures that supplies and equipment routinely used by individual(s) is ready for use. (In absence of Division Executive Assistant: Inventories, orders and maintains office supplies routinely used by individual(s). Orders non-routine office supplies and equipment needed by individual(s). Performs simple maintenance and troubleshooting on office equipment.)

7. Ensures that routine office functions specific to division are performed to standard. (Assembles charts, packets and other materials used by program(s) or for meetings from existing materials according to sample. Handles mail. Ensures routing and delivery of items. Handles assigned cash for division. Acts as back-up to Division Secretary as needed or assigned.)

8. Performs receptionist duties. (Answers phones. Greets visitors. Forwards calls. Answers non-technical and/or program-specific questions from callers.)

9. Completes special projects. (Responds to public health emergencies as assigned. Completes other special projects.)

10. Performs other duties. (Attends work as scheduled or uses approved leave. Collaborates in and contributes to individual, team, and/or organizational quality improvement and evaluation activities. Assists in planning annual QI projects, participates in scheduled meetings and completes tasks and assignments for determined QI work. Participates in meetings. Serves on internal committees. Completes timecard. Completes travel reports. Completes required training. Completes daily time and effort sheets. Completes other assigned duties.)

Qualifications:

A valid, active driver’s license, reliable transportation and one of the following is required upon hire:

• High school diploma or the equivalent.
• The equivalent combination of experience and education sufficient to successfully perform the essential functions of the job.

Preferred: Same as above plus bilingual (English/Spanish) and experience in a medical or clinical setting

Required: Health Benefits Assister certification or equivalent to be obtained within 6 months of hire and maintained throughout incumbency

To Apply:

.

We're sorry but to be fair we have to discard paper applications, faxed applications,

and emailed applications without considering them.

For immediate consideration, please apply by 3/26/2024.

If you’d like to wait, we’ll accept your application as long as the position is posted on Indeed.

Please reference code HIVAOA on any attachments or correspondence. phone calls, paper applications, or paper resumes please. Selection will be made by interview(s), and/or review of submitted documentation, which must indicate that applicant meets minimum qualifications. Skills test and criminal background check will be required. Failure to meet any of the selection criteria shall disqualify an applicant.

Northern Kentucky Health Department Human Resources – HIVAOA

Please visit our website at www.nkyhealth.org to

view other opportunities to join our family.

EEO/M/F/Vets/Disabled/LGBTQ+

Job Type: Full-time

Pay: $17.68 - $21.30 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• Are you available to work 40 hours per week usually between 8:00 and 5:00 Monday through Friday, with occasional work on evenings or weekends?
• Are you willing to work for the starting pay posted?
• Do you have any disciplinary actions at work in the past 5 years (such as termination for cause, suspension, oral or written reprimand, etc.?) If yes, please provide details.
• What combination of education and experience do you have that enables you to perform the essential functions of the position?

License/Certification:

• Driver's License (Required)

Work Location: In person