Senior Health Office Assistant (Substitute) job in Mission Viejo

Mission Viejo, California - CA South Orange County Community College District

Employer:	South Orange County Community College District
Job Ref:	1486879782
City:	Mission Viejo
State:	California - CA
Zip Code:	92692
This school / district is an equal opportunity employer to all United States job seeking teachers and a Diversity Recruitment Partner.
Summary Description: The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District's mission and goals for EEO , Diversity, Equity, and Inclusion. Under direction from assigned supervisory or management staff, organizes, coordinates, and manages both the front office and back office functions of the student Health and Wellness Center ( HWC )/Student Health Center ( SHC ) at assigned campus; trains and provides work direction to evening staff and students as assigned; performs the full range of specialized office support and clerical duties in support of the Health and Wellness Center; screens callers and visitors; schedules appointments; maintains patient records; and assists medical staff including in health-related programs, with medical inventory, with informational services, and other areas as necessary. Distinguishing Characteristics: This is the advanced journey level class in the Health Office Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including organizing, coordinating, and managing the front office functions for the student HWC / SHC and providing functional and technical supervision over evening staff and students. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility. Representative Duties: The duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Please see Job Duties for details. Knowledge of: Medical assistant principles and practices. Work organization and office management principles and practices specific to a large medical office. Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers. Office assistance and support duties applicable to a medical office. Confidentiality requirements applicable to patient health reports and records. Medical terminology, practices and procedures. Health and safety precautions applicable to a health and wellness center. First aid procedures used to assist ill and injured individuals. Emergency procedures and proper radio communication. Pertinent federal, state, and local laws, codes, and regulations. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Basic processes, procedures, and practices of budget preparation and administration. Principles, practices, and procedures of business letter writing. Principles and procedures used in complex, inter-related record keeping. Principles and practices used to establish and maintain files and information retrieval systems. Principles, practices and procedures of fiscal, statistical, and administrative research and report preparation. Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette. Basic mathematical concepts. English usage, grammar, spelling, punctuation, and vocabulary. Ability to: Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities. Understand, interpret, and apply general administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances. Manage the front and back office functions in a student health and wellness center. Organize, coordinate, perform, and oversee specialized medical office support and clerical duties and activities of a general and specialized nature involving the use of independent judgment and personal initiative in support of the HWC / SHC including screening callers and visitors, scheduling appointments, and maintaining health records and information. Plan and organize work to meet schedules and changing deadlines. Establish, review, and revise office work priorities. Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Prepare and maintain procedure manuals. Provide minor first aid including in emergency situations. Use sound judgment in recognizing scope of authority. Participate in the preparation and administration of assigned budgets. Research, compile, analyze, and interpret data. Prepare a variety of clear and concise administrative and financial reports. Implement and maintain filing systems. Independently compose and prepare correspondence and memoranda. Operate and ensure proper functioning of two-way radio equipment used to communicate with nursing staff and campus safety. Respond appropriately to the health needs and requests and inquiries from students, staff, faculty, or the public; effectively present information in person or on the telephone. Remain calm and efficient in emergency situations. Ensure cleanliness of HWC / SHC facilities. Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records and reports. Type or enter data at a speed necessary for successful job performance. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. Adapt to changing technologies and learn functionality of new equipment and systems. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Education and Experience Guidelines: Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. Education/Training: Equivalent to completion of the twelfth grade supplemented by coursework or on-the-job training in medical office practices and procedures including bookkeeping and medical terminology or other directly related coursework or training. Experience: Three years of responsible clerical experience including two years of medical or health-related office clerical experience that included responsibility for scheduling appointments, ordering medical and office supplies, maintaining patient accounts, and providing secretarial/clerical support to medical staff. License or Certificate: Possession of, or ability to obtain within probationary period, valid First Aid and CPR Certificates and California driver's license. Conditions of Employment: The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Work Environment: Work is performed primarily in a medical office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, staff, and others. At least minimal environmental controls are in place to assure health and comfort. Physical Demands: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may be required to drive a mini-van to transport ill or injured students in the case of an emergency. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction. Additional Position Information: METHOD OF APPLICATION : Complete and submit an application online at http://jobs.socccd.edu login page . Resumes are accepted only with a completed on-line application. Incomplete applications will not be considered. All sections of the application must be completed (do not state "see resume") and must list relevant experience, three (3) professional references, and details of each job assignment. All submitted materials become the property of the South Orange County Community College District, and will not be returned, will not be copied, and will be considered for this position only. Applicant bears the sole responsibility for ensuring that the application is complete when submitted. Any supporting application materials must reference the job opening ID number and may be attached online, faxed to (949) 340-8007, emailed to hrinfodesk@socccd.edu , mailed via U.S. Mail under separate cover, or hand delivered to the District offices. Deadlines for Applications: Application must be posted to the position and materials must be received by closing date specified. Applications and letters of recommendation received after the closing deadline will not be accepted. Applications submitted via facsimile or electronic mail will not be accepted. NOTICE TO ALL CANDIDATES FOR EMPLOYMENT : The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. Additional Classification Information: Position Specific Benefits: DIVERSITY , EQUITY , INCLUSION , AND EQUAL EMPLOYMENT OPPORTUNITY : The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District's mission and goals for EEO , Diversity, Equity, and Inclusion. The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. Documentation according to USCIS I-9 guidelines (i.e. ID card and Social Security card) must be presented at the time of hire. Per IRS regulations, a Social Security card must be presented at the time of hire. DISABILITY ACCOMODATIONS : If you require special accommodations in the application and/or selection process, please notify District Human Resources ( DHR ) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu. Short term, non-bargaining unit ( NBU ) positions may only be used on an intermittent/seasonal basis. Ed. Code sect. 88003 states "Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis." The exact start and end dates must be submitted. The maximum end date is the end of the Fiscal Year. All positions must be approved approved prior to the employee's first day of work. Contingent/conditional job offer: Any NBU job offer that is received is contingent upon successful completion of the Human Resources pre-employment process. The Human Resources hiring process may include, but is not limited to, successful completion of Live Scan fingerprinting (approx. $70), background checks, reference checks, TB testing, as well as completion of new hire paperwork. It is the employee's responsibility to incur the cost of any testing required for the position, and there will be no reimbursement for this expense. Failure to successfully complete any portion of the hiring process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment paperwork may result in withdrawal of any conditional job offer or termination of employment. NBU at-will employment: After successful completion of the requirements of Section B, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an "if and as needed" basis, as determined by the District. NBU employment is at-will, and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated. Single worksite restriction: NBU employees are limited to working in a single position in one department/site. Interpreters and models are exceptions to single site employment. NBU employees may not also volunteer within the same department/division that they currently work in, or perform similar duties to their NBU position as a volunteer. NBU employees are not able to work from home, and must be supervised. Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times. 160 day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work. It is the department/division's responsibility to monitor and track the amount of days that they work to ensure they do not exceed the 160 day limit. It is the department/division's responsibility to notify Human Resources immediately if their NBU is approaching the 160 day limit. Holidays, sick days, and all other time off on normally scheduled work days counts against the 160 day limit, even if uncompensated. NBU positions are not part of the Classified service and that by working less than 160 days of a college year, NBU employees are not entitled to any employment. Payroll: The payroll reporting period is from the 15th of the first month to the 14th of the next month. NBU employees are paid on the 10th of the following month. EXAMPLE : Pay Period 06/15/21 through 07/14/21 will be paid on August 10th. Rate of Pay: NBU employees must inquire with their supervisor as to the rate of pay that they will receive. They must have agreed to the rate, prior to accepting and beginning any current or future NBU assignment. Questions regarding rate of pay must be directed to their supervisor. NBU employees are paid according to departmental budgets, the skill set/level of expertise required for the assignment as determined by the supervisor/department/division, and various other factors, not longevity. Holidays/Jury Duty: NBU employees are not paid for holidays or other time not worked (i.e. Jury Duty). California Sick leave: NBU employees are eligible for California Sick leave per AB1522. Information regarding AB1522 is sent to all new hires after the new hire paperwork appointment. Overtime: Time and one-half is paid for all hours worked over 40 in one week, per FLSA guidelines. Shift pay: Does not apply to NBU employees. Meal Periods/Breaks: It is the employee's responsibility to follow the District's recommendations regarding breaks and meal periods. Any employee working more than 5 hours per day should take a unpaid meal period for a minimum of thirty (30) minutes. Employees that work less than five (5) hours are not to take a meal period. An employee working over three and one half (3 ½) to seven (7) hours should take one (1) fifteen (15) minute rest period. Employees working seven (7) hours or more per day should take two (2) fifteen (15) minute rest periods. Breaks or meal periods cannot be used to leave early or combined. Retirement information: NBU employees may not work more than 960 hours from July 1st-June 30th. NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees' Retirement System (CalPERS), through payroll deduction of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year. The exception to this requirement is that if a NBU employee is currently contributing to PERS from another agency, they will be required to contribute to CalPERS while employed at SOCCCD . Once an employee joins CalPERS, all future assignments will also have CalPERS deducted. It is the employee's responsibility to inform their supervisor of their CalPERS status for current and future assignments. Parking: Non-student (0 units) NBU employees are eligible to purchase Staff parking for $40/year via MySite from Campus Police. Students taking one or more units must purchase Student parking permits, if necessary, and are not eligible to purchase Staff permits. Please see Campus Police for further details regarding parking. NBU Staff must certify that they are not enrolled in units. ADA Accommodations: The District complies with federal and state disability laws in providing reasonable accommodations for verified disabilities. If you have a physical or mental disability and would like to request reasonable accommodations in the workplace, please complete a Reasonable Accommodation Request Form and/or contact the District ADA Compliance and Leave Administration Manager at (949) 582-4984. All information shared is confidential. Mandated reporter: Child Abuse and Neglect Reporting: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred. Mandated reporters include faculty, district leadership staff, and classified staff, including Non-Bargaining Unit ( NBU ) employees. Volunteers are not mandated reporters, but are encouraged to report suspected abuse or neglect of a child. Included in the new hire packet is information regarding Child Abuse Reporting policies and procedures, as well as copies of Penal Code sections 11165.7, 11166, and 11167. Elder and Dependent Adult Abuse Reporting: It is the policy of the South Orange County Community College District to treat reports of violence against elderly persons or dependent adults as high priority criminal activity that is to be fully investigated regardless of the relationship between the victim and the suspect(s). Campus Crime and Safety Awareness: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in Human Resources upon request. Workplace violence: The District is committed to an environment that is free from workplace violence. The safety and security of District employees, students, and visitors is of the highest priority to the District and is essential to carrying out the mission of the District. Unlawful violence or a credible threat of violence from any individual, that can reasonably be construed to be carried out or to have been carried out in the workplace, as these terms are defined in Code of Civil Procedures, Section 527.8, is prohibited. Drug-Free Environment: The District shall be free from all unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in all facilities under the control and use of the District. Any student or employee who violates this policy will be subject to disciplinary action, consistent with local, state, or federal law, which may include the referral to an appropriate rehabilitation program, suspension, demotion, expulsion, or dismissal. Smoke Free District: It is the intent of the South Orange County Community College District to maintain an educational and workplace environment that is conductive to the health and safety of our students and employees. Realizing the health hazards posed by smoking and by second-hand smoke, it is policy of the South Orange County Community College District to maintain a smoke free environment for all district sites. The use of tobacco products is prohibited within or on any district facility or property. This policy pertains to students, faculty, staff, administrators, visitors and the general public attending events at any site within the district. Additionally, this policy shall apply to all district facilities, owned or leased, regardless of location, and all state and auxiliary vehicles. Tobacco products include but are not limited to the burning of any type of cigar, cigarette or pipe. The use of an electronic cigarette (vapor) or smokeless/chewing tobacco are also prohibited. Worker's Compensation/Safety: District Risk Management's main priority is the health and safety of our employees and students. More information and forms are available on SharePoint under "Business Services." If a workplace injury or illness occurs, notify your supervisor immediately. NBU employees may be covered by Worker's Compensation insurance due to an illness or injury received as a result of their job. NBU employees have received the supplemental Worker's Compensation and Safety packet containing information on Bloodborne Pathogens, the Ergonomics Program, and the Illness and Injury Prevention Plan during their new hire paperwork appointment, and agree to abide by the information contained therein, as well as all applicable Cal OSHA rules and regulations that pertain to their employment. Student Help and Work-Study positions: For student help positions only: Student Help employees must currently be enrolled in 12 or more units (Fall or Spring Semesters) in order to work as Student Help, and to qualify for the "FICA Exemption" (exemption from paying Social Security and Medicare taxes). If Student Help employees fall below 12 units, they are to notify their supervisor immediately, and their assignment will end. To be eligible for employment during the summer session, Student Help employees must be enrolled in a minimum of six (6) units. Students enrolled in Special Services or in the Emeritus Institute are excluded from the unit requirement. There will be no recovery of FICA monies once deducted from paychecks. Work-study positions: A minimum of 6 units must be taken per semester to continue eligibility. Work-study students may not work during times when they should be in class. Job Duties Job Duties Duties and Responsibilities Organize, coordinate, and manage the front office functions of the student Health and Wellness Center ( HWC )/Student Health Center ( SHC ) at an assigned campus; ensure appropriate staffing and optimum services to students, staff, faculty, and visitors to the college; participate in developing and updating policies, procedures, and standard orders. Duties and Responsibilities Train and provide work direction to evening staff and student workers as assigned; prioritize and coordinate clerical assignments and projects; ensure compliance with established health and safety regulations and administrative policies. Duties and Responsibilities Participate in administration of the assigned HWC / SHC ; maintain records and prepare reports related to HWC / SHC activities; design and revise forms for efficient office use; update forms to comply with current health laws and CDC directives. Duties and Responsibilities Assist with the preparation and monitoring of the HWC's/SHC's annual budget; monitor and balance assigned budget accounts; transfer funds as necessary; deposit revenue received including fees collected for medication and laboratory tests; audit invoices from vendors to ensure proper tests were administered and charges are accurate; forward to accounts payable for payment. Duties and Responsibilities Order and stock medical, office, and general supplies and equipment for the HWC / SHC ; maintain current inventory to ensure smooth operation. Duties and Responsibilities Maintain a variety of files including confidential administrative and personnel files; input, retrieve and maintain data and reports using computer equipment; prepare, total, and submit HWC / SHC payroll. Duties and Responsibilities Compile and maintain data and information for statistical analysis; compile information for reports and summaries each semester including those regarding HWC / SHC utilization; distribute reports as appropriate. Duties and Responsibilities Respond to subpoena requests on HWC / SHC patients; provide copies of medical records, TB tests, immunizations, and related items to patients following policy and procedures; provide medical records to other agencies as requested and after appropriate release/waivers have been signed. Duties and Responsibilities Screen calls, visitors, students, staff, and patients for medical needs and requests; respond to difficult and sensitive needs and requests including those of individuals with disabilities; provide information and interpret and apply HWC / SHC policies and procedures; schedule appointments with medical staff based on information provided by the patient; collect fees for services requiring payment. Duties and Responsibilities Provide clerical assistance and administrative support to medical staff; maintain a variety of files including those containing confidential medical, immunization, and health information; input, retrieve, and maintain data and reports using computer equipment; purge and shred old medical records according to established retention schedules. Duties and Responsibilities Respond to immediate health needs including providing minor first aid and dispensing over-the-counter medications; drive a mini-ambulance to pick up or escort ill or injured individuals to the HWC / SHC . Duties and Responsibilities Monitor radio transmission to maintain contact with safety personnel and medical staff. Duties and Responsibilities Monitor, maintain, and ensure proper maintenance of front office, examination rooms, and other HWC / SHC areas; maintain cleanliness of the HWC / SHC including examination rooms and other areas. Duties and Responsibilities Participate in and coordinate HWC / SHC programs, activities, and clinics using knowledge of medical terminology and procedures; assist nurses as needed. Duties and Responsibilities Plan and coordinate efforts of the HWC / SHC with other departments; coordinates with staff of other departments to ensure effective coordination of HWC / SHC operations and functions. Duties and Responsibilities Coordinate and participate in communications with outside agencies, including health care providers and EMS personnel, as necessary to maintain professional HWC / SHC operations; coordinate outside laboratory billing processes; communicate with healthcare agencies regarding current services and appropriate referral information; contact drug company representatives to request prescription samples; coordinate emergency personnel as necessary. Duties and Responsibilities Assist with providing health education information to students and staff; assist with planning, implementing, presenting, and compiling follow-up evaluations/statistics/thank you letters for various health education programs; maintain supplies of health information packets, pamphlets, health insurance information, and other materials. Duties and Responsibilities Assist in compiling and assembling data for special projects and reports; verify and review forms for completeness and conformance with established regulations and procedures. Duties and Responsibilities Type, word process, and proofread a variety of documents and forms including general correspondence, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate. Duties and Responsibilities Utilize various computer applications and software packages; maintain and generate reports from a database or network system. Duties and Responsibilities Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine. Duties and Responsibilities Perform related duties as required. Documents Needed for Applying Required Documents <