Data Entry/Office Assistant (Bih)

The BIH office is located at 3156 Vista Way, Oceanside, CA 92056.
POSITION PURPOSE:

Under general supervision, performs a wide variety of routine to moderately difficult clerical support functions, including greeting visitors in person and by telephone, data entry and records management duties; types a variety of correspondence, documents, reports and other materials requiring skilled word processing. Helps with and supports ordering supplies, invoice payments and tracking with the Program Manager. Will also be a part of the recruitment and outreach team as needed.

DISTINGUISHING CHARACTERISTICS:

Incumbents in this class performed skilled word processing and data entry duties and carry out responsible and specialized office, clerical and records management functions requiring a good knowledge of NHA, BIH policies and procedures. Incumbents may provide office administrative and basic secretarial support services to managers and staff and provide backup to other office clerical and administrative staff.

Data Entry/Office Assistant—BIH performs a range of office clerical duties of varying levels of difficulty, requiring a general knowledge of section procedures and practices. This person will act as a receptionist for the office suite. Work assigned to a Data Entry/Office Assistant requires knowledge of the functions applicable to an area of assignment and the ability to solve problems of average complexity.

EXAMPLES OF ESSENTIAL DUTIES:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

BIH

• Enters BIH case management and program data in a timely and accurate manner into the State data system;
• Oversees the maintenance of clean and complete participant and site-specific data;
• Complies with or assists in the compilation of statistical information for special reports;
• Participates as part of the internal program BIH Quality Assurance Committee
• Assists in developing and maintaining filing system for the BIH Program;
• Utilizes computerized data entry equipment and various word processing, spreadsheet and file maintenance programs to enter, store and/or retrieve information as requested or necessary, and summarizes data in preparation of standardized reports;
• Provides support to team members working with the BIH Program;
• Attends CDPH/MCAH-sponsored BIH Trainings and Annual Meetings
• Supports program outreach efforts to include presentations, attendance at health fairs and other relevant events;
• May participate in special BIH classes/events for program participants;
• Maintains confidentiality and adheres to HIPAA regulations;
• Tracks and verifies quality of data entry from all sources;
• Resolves data problems;

DESIRED MINIMUM QUALIFICATIONS:

Knowledge of:

• Office administration practices and procedures;

• Correct English usage, including spelling, grammar and punctuation;

• NHA, BIH section rules, policies and procedures applicable to assigned areas of work;

• Recordkeeping and filing practices and procedures;

• Word processing, spreadsheet and other standard business software;

• Records management practices and procedures;

Ability to:

• Operate a computer using word processing, spreadsheet, database and other standard business software;

• Operate standard office equipment.

• Type accurately at a speed necessary to meet the requirements of the position;

• Organize, set priorities and exercise sound independent judgment within areas of responsibility;

• Organize and maintain office and specialized files;

• Communicate clearly and effectively orally and in writing;

• Understand and follow written and oral instructions;

• Prepare clear, accurate and concise records and reports;

• Use tact, discretion and courtesy in dealing with officials, the public and others encountered in the course of the work;

• Establish and maintain effective working relationships with NHA managers, employees and others encountered in the course of work;

• Perform high-volume data entry accurately and at a speed to meet established production standards.