Administrative Assistant

Overview

We are seeking a detail-oriented and reliable Administrative Coordinator to support daily operations within our occupational health and drug screening services. This role requires strong administrative, data management, and customer service skills, as well as strict adherence to confidentiality and HIPAA regulations.

Minimum Qualifications

• High school diploma or equivalent (required)
• Ability to maintain strict confidentiality in compliance with HIPAA laws
• Strong oral and written communication skills
• Excellent interpersonal, organizational, and problem-solving abilities
• Proficient computer skills, including Microsoft Office (Word and Excel)
• Ability to pass pre-employment drug screening and extensive background check
• Valid driver's license

Key Duties & Responsibilities

Administrative & Office Support

• Perform general administrative duties including data entry, filing, scanning, faxing, copying, and email correspondence
• Answer and direct phone calls in a professional manner
• Read and accurately transcribe patient medical charts
• Maintain organized and accurate records

Clinic & Compliance Support

• Result drug screens and physicals
• Set up new client clinics and gain working knowledge of DOT facility requirements
• Perform quarterly and annual audits
• Ensure all work complies with company policies, procedures, and regulatory requirements

Reporting & Data Management

• Prepare and distribute weekly and quarterly reports
• Provide clients with patient service data through reporting systems
• Review invoices for discrepancies and corrections

Inventory & Supplies

• Oversee and manage supplies for collection sites

Accounting & Billing

• Perform basic accounting tasks
• Manage invoices, payments, billing, and purchase orders (POs)

Customer & Client Relations

• Maintain positive relationships with clients, patients, and customers
• Deliver high-quality customer service with professionalism and discretion

Reporting Relationships

Internal:

• Reports directly to the General Manager regarding performance, scheduling, attendance, and HR-related matters

External:

• Interacts with business clients, external patients, and customers

Physical Requirements

• Ability to perform physical activities including standing, walking, bending, reaching, and fine motor tasks
• Ability to lift, carry, push, or pull up to 10 pounds

Schedule

• Monday through Friday
• 8-hour shifts

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance
• Retirement Plan
• Paid Time Off (PTO)
• Employee Assistance Program
• Referral Program

Job Type: Full-time

Pay: $ $16.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 1 year (Required)

Work Location: In person