Job Specification
MEDICAL SERVICES ASSISTANT
DEFINITION
Under direction of an Assistant Hospital Administrator or other
supervisory officer in a state hospital or institution, performs
duties which relieve the supervisory officer of administrative details
involved in operating a hospital section or unit; does related work
as required.
EXAMPLES OF WORK:
Assists in the survey, preparation, and analysis of budget requests;
keeps supervisory personnel informed of proper methods and
provides instruction in correct budget preparation; ensures the
prompt and proper submission of data concerning the budget
request for assigned section.
Assists in the preparation and processing of all six-month detailed
requests and their submission to the hospital business office.
Develops and maintains a filing system to ensure accuracy of
property control and to eliminate duplication in ordering supplies
and equipment.
Prepares and processes all other requests for items to be
purchased by the business office; checks all forms for necessity,
validity, availability, accuracy, correctness of specifications, and
other factors.
Acts as liaison with supervisory personnel on procurement matters;
assists in ordering and drafting adequate specifications; provides
appropriate catalogs.
Attends and participates in staff meetings; analyzes, interprets,
and recommends operational policies.
Reviews area timekeeping records at least semiannually; audits
ledger sheets to ensure correct balance; reports findings to section
chief.
Conducts weekly surveys of assigned sections; checks patient
census, population movements, building maintenance, and other
items, and reports findings to the section chief.
Investigates and reports on all unusual occurrences or complaints
submitted by visitors, patients, employees, or others.
Coordinates with the administrator and helps arrange and/or
assists in conducting area tours; gives talks to groups.
Serves on committees.
Prepares various reports including patient statistics, the accounting
of funds, and monthly activity reports.
Maintains the essential records and files.
May be required to learn to utilize various types of electronic and/or
manual recording and information systems used by the agency,
office, or related units.
REQUIREMENTS:
EXPERIENCE:
Three (3) years of experience involving complex technical,
administrative, or related office management functions.
NOTE: An Associate's degree in Medical Office Assisting or
Medical Office Administration from an accredited college or
university may be substituted for two (2) years of the required
experience.
NOTE: A Certificate of Proficiency in Medical Office Assisting or
Medical Office Administration equivalent to two semesters or
thirty (30) semester hour credits from an accredited college or
university may be substituted for one (1) year of the required
experience.
NOTE: A Certificate of Proficiency in Medical Office Assisting or
Medical Office Administration equivalent to one semester or
fifteen (15) semester hour credits from an accredited college or
university may be substituted for six (6) months of the required
experience.
LICENSE:
Appointee will be required to possess a driver's license valid in
New Jersey only if the operation of a vehicle, rather than employee
mobility, is necessary to perform the essential duties of the position.
KNOWLEDGES AND ABILITIES
Knowledge of the problems of medical service units and of the
measures to be taken for their alleviation.
Knowledge of the procedures, routines, and records used in
medical services units of a large hospital or institution.
Knowledge of modern office methods, practices, routines, machines,
and equipment.
Ability to acquire knowledge of the internal organization, personnel
functions and established regulations, policies, and procedures of
the section or unit.
Ability to organize assigned clerical or medical services work and
develop effective work methods.
Ability to comprehend modern filing systems, statistical procedures,
business machines, and office equipment and understand their
advantages and disadvantages.
Ability to receive and adjust complaints originating within or without
the institution.
Ability to interpret institution and department laws, regulations,
policies, procedures, and methods to persons within or without
the department.
Ability to prepare and oversee the preparation of suitable bulletins,
pamphlets, and circulars.
Ability to process requisitions and requests to purchase equipment,
materials, and supplies, and to check all forms for validity, accuracy,
correctness of specification, and other factors.
Ability to review and analyze timekeeping records.
Ability to survey periodically assigned units or sections, and to check
patient census, population movements, activities, and the quality of
building maintenance.
Ability to investigate and report all unusual occurrences or complaints.
Ability to coordinate the work of volunteers.
Ability to arrange and assist in tours.
Ability to give talks before volunteer, tour, civic, educational, and other
groups, and to explain the functions of the assigned area.
Ability to ensure that approved procedures are followed.
Ability to prepare detailed, technical, and confidential correspondence.
Ability to prepare statistical and other reports containing findings,
conclusions, and recommendations.
Ability to establish and maintain essential records and files.
Ability to learn to utilize various types of electronic and/or manual
recording and information systems used by the agency, office, or
related units.
Ability to read, write, speak, understand, or communicate in English
sufficiently to perform the duties of this position. American Sign
Language or braille may also be considered as acceptable forms of
communication.
Persons with mental or physical disabilities are eligible as long
as they can perform essential functions of the job with or without
reasonable accommodation. If the accommodation cannot be
made because it would cause the employer undue hardship,
such persons may not be eligible.
This job specification is applicable to the following title code: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 21213 | | S | C | 35 | 16 | N/A | A15 | - |
This job specification is for state government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.
9/7/2013 |
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