Administrative Assistant (Elizabeth, NJ)
Strategic Resources, Inc. (SRI) is an international, ISO 9001:2015 Certified, CMMI Level 3 Rated full-service provider with more than 33 years’ experience in the Federal, military, and commercial marketplaces. SRI is seeking full-time committed and passionate Administrative Assistants to join our team to provide critical services to detainees in custody at the U.S. Immigration and Customs Enforcement (ICE) Health Services Corps (IHSC) Medical Facilities in support of the U.S. Immigration and Customs Enforcement (ICE) Health Services Corps (IHSC) Detention Center Healthcare contract opportunity.
SRI offers our full-time employees a competitive benefits package to include health, dental, vision, 401K, life insurance, short-term and long-term disability plans, vacation time and holidays. Please visit the SRI career page at https://www.sri-hq.com/careers/learn-more.
The ICE IHSC exists within the organizational structure of the United States Enforcement and Removal Operations (ERO) under the supervision of the Department of Homeland Security (DHS). The United States Public Health Service (USPHS) Commissioned Corps Officers, civil service staff and contractors comprise the healthcare professionals working together to provide quality healthcare services. IHSC serves as the medical experts for ICE detainee health care. IHSC is committed to excellence in detention and correctional health care and the provision of safe and high-quality care to those in ICE custody.
Description of Duties
The Administrative Assistant (AA) provides administrative support directly for the Health Services Administrator (HSA) and Assistant Health Services Administrator(s) (AHSA) in support of the ICE and IHSC mission. The AA by nature of their role is exposed to sensitive and private information and as such is required to maintain strict confidentiality of all records, including medical and personnel records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters. The AA is responsible for duties and responsibilities that are commonly associated with an AA role in the health care industry, for example: drafting official documents, creating, and maintaining various files and schedules.
Duties and Responsibilities:
- Types a variety of materials in the form of memoranda, meeting minutes, letters, briefing materials and reports.
- Establishes and maintains office files, databases and creates electronic spreadsheets which may include the management of timesheets, leave requests, contract documents, and invoices.
- Reviews files to meet current needs and periodically reviews materials for disposition.
- Maintains confidentiality of medical records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters. Keeps all file systems containing PII secured per IHSC and ICE policy.
- Arranges for meetings, including making reservations for conference rooms and notifying participants. When necessary, attends meetings and prepares reports of the proceedings.
- Receives and screens visitors and telephone calls to the medical facility, referring callers to the Health Services Administrator or other clinic staff as appropriate.
- Independently takes care of many matters and questions including answering substantive questions not requiring research or technical knowledge. Seeks guidance when appropriate.
- Maintains HSA/AHSA calendar and schedules appointments and meetings as directed.
- Reminds HSA/AHSA of appointments and provided briefs on the matters to be considered before the scheduled meetings. On own initiative, reschedules appointments when it becomes apparent that the HSA/AHSA will not be able to meet previous engagements.
- Receives and screens all incoming correspondence and directives to keep aware of the activities of the office. Determines those that can be acted upon personally and takes necessary action. When necessary, uses initiative to obtain clarification or instructions from originating offices.
- Controls incoming and outgoing correspondence and action documents, following up to ensure that deadlines are met for responses.
- Receives requests for information, advising when material can be furnished and prepares it personally or follows up to ensure it is prepared within deadlines. Assembles, compiles, and summarizes information from files and documents in the office or other available sources for use by the supervisor or other staff members.
- Performs record keeping functions in accordance with program policies and position.
- Maintains functional proficiency and ease of use utilizing electronic health records as required by, and appropriate to, position.
- Completes and passes all discipline specific competencies testing, initially and annually.
- Completes all initial, annual and ad hoc training as required/assigned.
- Maintains patient confidentiality, and confidentiality of medical records, in compliance with the Privacy Act and HIPAA regulations in all work activities.
- Adheres to, and participates in, IHSC’s Safety, Prevention, Infection and Control, Quality Improvement, Patient Education and other programs and collateral duties as appropriate to position.
- Attends and participates in general/medical staff meetings.
- Maintains awareness of, and adheres to, IHSC Policies, Procedures, Directives, Operational Memoranda and accreditation standards as prescribed by ICE/IHSC.
- Other duties as assigned.
Required Education and Experience:
- Associates Degree preferred; however a High School Diploma or GED equivalent is acceptable.
- Minimum of one year of direct experience with and high level of proficiency in Microsoft Office programs, specifically Microsoft Word®, Excel, Outlook, and SharePoint
- Minimum of one year experience preferably in a healthcare setting as an Administrative Assistant, where the processing of electronic medical/health records and scheduling of medical appointments, such as radiology procedures, specialty consults, follow-up appointments, and surgical procedures was part of the daily responsibilities.
Required Licensure and Certifications:
- Maintains Heartsaver CPR AED certification through the American Heart Association. Must include hands on training and practice with an instructor and a mannequin.
Required Knowledge, Skills, and Abilities:
- Ability to establish and maintain positive working relationships in a multidisciplinary environment.
- Ability to communicate proficiently in English (verbal and written) in order to develop positive rapport with patients and co-workers.
- Ability to work in a multi-cultural and multi-lingual environment and ability to utilize telephonic interpreter/translation services to complete assigned duties if not fluent in a language the patient understands.
- Ability to manage time effectively, prioritize tasks and communicate clearly with a basic knowledge of medical terminology.
- Ability to adapt to sudden changes in schedules and flexibility in work requirements.
- Ability to navigate in an electronic work environment including electronic health records, web-based trainings, and communications.
- Knowledge of basic office equipment/technology usage; including telephone, copy machine, scanner, computer, printer, and ability to trouble shoot basic office equipment issues.
- Knowledge of, and high level of proficiency in Microsoft Office programs, specifically Microsoft Word®, Excel, Outlook, and SharePoint.
- Knowledge of regulations (HIPAA/Privacy Act) regarding the confidentiality of patient medical records and information as well as Personally Identifiable Information (PII).
Attributes and Professional Qualities:
- Strong oral and written communication skills.
- Excellent interpersonal skills.
- Critical thinking skills
- Cultural competency.
- Integrity and honesty.
- Verbal and written proficiency in Spanish (preferred, not required).
- Experience in a detention/correctional or residential healthcare setting (preferred, not required).
Duty Hours/On-Call Requirements:
- IHSC operates 24/7/365. This position is required to respond with physical presence during an emergency activation.
- This full-time position is required the Primary Care Physician to provide rotational on-call coverage telephonically, and the Primary Care Physician may need to return to the facility during non-core hours to provide care.
- The work requires some physical exertion, such as long periods of standing; walking or jogging unaided over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching, or similar activities; or recurring lifting of moderately heavy patients or equipment.
- The work may require specific, but common, physical characteristics and abilities, such as agility and dexterity, visual, and hearing capabilities.
- Must be able to respond to any medical emergency in the facility, via foot, within four minutes and perform CPR/emergency care standing or kneeling.
- Must have the ability to assist sick, injured, or aging detainees or staff exiting the building during an emergency
- The Department of Homeland Security’s Personnel Security Unit (PSU) must render a Preliminary Favorable Fitness Determination to be considered a qualified candidate.
- A Complete Favorable Fitness Determination must be rendered by PSU upon completion of initial and subsequent background investigations to meet the requirements of this position.
- Must be a U.S. Citizen or Legal Permanent Resident.
- Must have resided in the U.S. or its territories for three (3) or more years out of the last five (5) years.
SRI is an Equal Opportunity Employer and Affirmative Action Employer