Occupational Health Office Specialist

Overview

Provide critical administrative support and act as the first point of contact for our Occupational Health offices. Primary responsibilities will include a wide range of diversified administrative, projects-based work, and clinical duties as directed by the Occupational Health nurses and/or Occupational Health Director.

Core Competencies:

• Provides clerical support to occupational health team for pre placement evaluations/immunization

• Input data into department databases and provide reports and tracking as directed.

• Ensure office organization including ordering and oversight of needed office supplies and equipment.

• Assists with immunizations, reading of TST's and performing basic first aid and vital signs as directed. May assist with obtaining/making assistive devices such as splints.

Responsibilities

Position Responsibilities:

• Input flu vaccines, immunizations and other medical information into OHM database as directed by Occupational Health nurse. Provide compliance report for Flu vaccine program.

• Assist with immunizations, vital signs, basic first aid and assist with triaging as knowledge allows. .

• Assist with TST planting, scheduling, coordination, tracking and compliance.

• Assist with the scheduling and coordination of Occupational Health programs, anticipating standing needs including, but not limited to registration system, sign in, file set-up, copies of necessary forms, and equipment related to program.

• Prepare and distribute Employee files as assigned.

• Screen telephone calls and documents these appropriately and respond within the scope permitted by knowledge, situation and judgment to inquiries from within the Center, and from employees.

• Sort, open and/or distribute mail.

• Coordinate calendars and/or schedules daily to facilitate flow.

• Establish and maintain files (computer and paper)

• Responsible for identifying OHSA reportable events and notifies OHS Director/Manager as soon as reportable events are discovered.

• Complete follow up phone calls for medical needs and to set up appointments as determined by Occupational Health nurse.

• Coordinate and assist with necessary mailing of material to employees.

• Ensure shared file and data remain current.

• Apprise Manager of Occupational Health, Director of Professional Development and/or OH staff on a regular basis of the status of assigned activities, projects, and issues.

• Respond to work requests of the Occupational Health Manager or the demands of the department. Prioritize workload based on most immediate department needs.

• Draft and/or edit confidential documents including policy statements, confidential correspondence, interoffice memos, etc., and maintain the confidentiality of such information.

• Develop and participate in employee outreach, screening, and wellness programs as directed by Occupational Health nurse.

• Assist with other duties as assigned.

• Active involvement in systems improvements for the department

• Monitor temperature logs and maintain vaccine safety storage via the Notifeye monitoring system.

• Processes lab results in support of the employee clearance system.

• Maintains access and updates for the MIIS state vaccine data bank.

• Regularly updates and maintains spreadsheet of new employee clearances.

• Follow RTW process and communicates updates to HR benefits and managers.

• Provide scheduling and clerical support for OHS team

• Setup and coordinate meetings and conferences

• Accurately prepares/types memos, meeting minutes, and other associated material

• Accurately prepares/types reports, policies, forms, other miscellaneous

• Attends meetings as requested and accurately takes meeting minutes

• Maintains meeting minutes

• Approve payroll

Required Qualifications

Qualifications:

• Medical Assistant certification preferred

• BLS certification required

• Previous office experience required previous medical assistant experience required.

• Must speak and write English fluently.

• Computer literacy required; experience with databases, Powerpoint, Word, Excel etc.

• Excellent time management skills and ability to prioritize work

• Excellent customer service skills, and teamwork

• Strong attention to detail and accuracy