The duties and responsibilities of this position include:
• OHS P-card holder orders, tracks, and processes purchases; Prepares monthly reconciliation reports and maintains related documents and files.
• Generating, distributing, and maintaining reports for Occupational Health Services (OHS) and the Medical Surveillance program.
• Scanning, uploading, and filing Medical Surveillance records.
• Typing, proofreading, and editing chronic condition letters, memos, and other documents for Medical Director, OHS Providers, and Supervising Occupational Nurse.
• Processing vouchers for incoming invoices.
• Preparing monthly reconciliation and statistical reports.
• Cross training with other Senior Administrative Clerks in OHS.
• Preparing travel plans.
• Relieves and/or provides assistance to front office staff during breaks, peak periods, and absences as needed. Front Counter support includes answering calls, checking in employees, pulling medical charts, scheduling appointments, updating OHM, checking emails, and processing OHS documents.
• Uses OHM to schedule/check-in patients, running daily reports, and updating employee medical information.
• Preparing new-hire medical charts. Filing, retrieving, and maintaining medical charts.
• Answering phones, OHS emails, and copying medical charts as requested.
• Purging retired/terminated employee medical charts, maintaining Excel log, updating OHM, and preparing paperwork for annual Record Retention project or as directed by supervisor.
• Performing other related duties.
CANDIDATES WILL BE EVALUATED FOR THE FOLLOWING WORK-RELATED SKILLS, KNOWLEDGE, ABILITIES AND OTHER QUALIFICATIONS BY INTERVIEW OR OTHER MEANS, AS SPECIFIED:
• Ability to exercise discretion and work with highly confidential documents/materials; and knowledge of recordkeeping procedures.
• Knowledge and skills in the use of PC (i.e., MS Word, Outlook, Excel, PeopleSoft, MyDWP, Concur, Workday, and WorkTech.)
• Knowledge of LADWP policies, procedures, Working Rules, MOUs, Civil Service Rules, and general office practices.
• Ability to exercise independent judgment to effectively plan, organize, prioritize, and complete multiple tasks
• accurately and in a timely manner to meet deadlines.
• Ability to comprehend and follow oral and written instructions, work with minimal supervision and with frequent
• interruptions, and handle difficult or complex situations. Ability to work as a team player.
• Ability to communicate effectively and deal tactfully on the telephone and face-to-face with Department personnel and outside vendors. Knowledge of basic training techniques.
• Knowledge of customer service principles including proper telephone etiquette and office procedures.
THIS POSITION REPORTS DAILY TO THE OCCUPATIONAL HEALTH SERVICES OFFICE.
