Under regular direction and in compliance with standard operating procedures and policies, performs diverse administrative and clerical duties in support of various Employee Health Center (EHC) functions. Manages the EHC administrative functions and office duties. Ensures high level of EHC customer service. Assists customers with general questions/requests related to scheduling of pre-placement and annual physicals, drug testing, EHC wellness events, Nurse Practitioner appointments, and completion of various EHC forms. Maintains EHC medical records. Directs employees to the appropriate EHC staff as necessary. Ensures all EHC records and files are properly set up and maintained in accordance with regulatory and records retention requirements. Updates employee and applicant data in various EHC software systems and medical data portals. Provides logistical support for various appointments, EHC sponsored wellness programs and events. Provides administrative/clerical support to the Health Clinic Administrator (HCA) and other staff as needed. Processes EHC invoices for payment by entering data into the purchasing system, preparing appropriate documents, obtaining required signatures, and submitting to Accounts Payable. Monitors inventory and orders office supplies as needed. Maintains office equipment.

Essential Functions

% of Time

• Provide Administrative Support: Provide specialized and often confidential administrative support to the EHC. Manage and maintain medical records for current employees. Manage and schedule logistics for various EHC events and programs. Perform data entry and retrieval for all electronic medical records and medical portals. Prepare financial documents, requisitions, and field purchase orders for all EHC accounts. Assist in maintaining division budget and various expense reports. Oversee division revenue to include tracking and balancing payments for program fees and other various payments. Track and process invoices and statements for expenditures. Review invoices for accuracy. Work in coordination with vendors to resolve outstanding invoices and payments. Compile and update reports for EHC and Human Resources (HR), if requested. Manage EHC files and distribute mail. Maintain user guides that document processes for various software and systems. Manage office equipment as well as coordinate service needs with vendors. Maintain inventory and order office supplies. Serve on task groups/committees as assigned. Assist with maintaining supplies for Automatic External Defibrillators (AEDs). Maintain monthly communication with AED department liaisons. As directed, coordinate and oversee all AED annual evaluations to include tracking battery and AED pad expiration dates and replacement. Provide backup support in maintaining monthly vaccine refrigerator logs. Maintain a safe work environment for all EHC staff as well as employees or visitors in the EHC. Enter daily lab order entries into dedicated LabCorp software. Print daily labs from LabCorp portal for patient medical records. Alert medical staff for any lab ALERT. Enter vaccine data into required South Carolina Department of Health and Environmental Control (SC DHEC) vaccine data portal. Assist with audiometric calibration and testing. Prepare files for new hires and pending physicals. Pull medical charts and file at completion of medical services. Assist medical team, as needed. Provide support services medical staff including City Physician and Nurse Practitioner.

40%

• Coordinate EHC Services: Serve as first point of contact for in-person visitors, by phone and through email requiring EHC services and requesting information. Answer a wide-range of questions regarding policies, physicals, drug testing, etc. Respond to numerous employee requests regarding various medical records. Assist applicants with scheduling in all steps of the hiring process. Send weekly hiring status notifications to applicable HR personnel. Schedule EHC appointments (e.g., drug testing, physicals, nurse practitioner visits, etc.). Assist employees seeking wellness benefits by explaining the policy and process, reviewing related paperwork for completeness.

25%

• Administer EHC Drug Testing Operations: Coordinate monthly random hair drug testing and Department of Transportation (DOT) safety sensitive drug and alcohol screenings with vendor and departments. Authorize and place orders in vendor online portal for DOT drug and alcohol testing related employees or applicants. Notify department representative of monthly DOT random drug/alcohol and non-DOT random hair testing. Perform monthly random and pre-placement hair drug testing for employees and applicants. Perform data entry into vendor portal for pre-placement DOT urine/alcohol testing and non-DOT hair drug testing results. Coordinate drug testing for reasonable suspicion, post-accident and follow up testing. Ensure all random testing is completed by end of month. Properly label and mail all hair drug testing samples to vendor. Obtain drug test results daily from vendors for processing and data entry. Document drug testing and results in EHC software. Coordinate and ensure review of any positive non-DOT drug test is verified by Medical Review Officer (MRO). Maintain DOT drug screen results for Federal Motor Carrier Safety Administration (FMCSA) or Federal Transit Authority (FTA) recordkeeping and reports.

20%

• Perform Medical Records Management: Maintain medical filing system ensuring all medical records are properly set up and maintained in accordance with regulatory and records retention requirements. Ensure that HIPAA confidentiality guidelines are upheld concerning employee medical information. Maintain separate recordkeeping of all DOT drug-testing results for City of Greenville and Greenlink. Maintain compliance with City policies, state, federal and local laws, rules, and regulations (i.e., OSHA, DOT, FMCSA, FTA, Workers’ Compensation, FMLA, ADA, GINA, NFPA, EEOC, and HIPAA). Archive and digitalize all terminated employees' medical files as required by SC Department of Archives and History.

15%

Perform other duties as assigned.

• Associate degree in business, healthcare, or related field.

• Any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for this job, may be substituted at the discretion of the department director.

• Over two (2) years of experience working in a medical or office capacity, including experience with business or medical software applications.

• Must have or obtain hair drug testing certification within seven (7) days of hire.

• Must have or obtain certification in Adult CPR/AED within four (4) months of hire.

• Valid South Carolina Class D Driver's License

• Standard office practices, procedures, and equipment.

• Computer research techniques, methods, and procedures.

• Record-keeping requirements to ensure medical records, correspondence, and files comply with current statutory requirements.

• General City budgetary preparation and control procedures (e.g., procurement documents, journal entries, budget transfers, etc.) as well as contract management procedures.

• DOT and non-DOT drug and alcohol testing.

• Cleaning and disinfecting techniques to prevent spread of viruses and pathogens.

• Learn Federal regulations related to FMCSA, DOT, FTA, OSHA, HIPAA, GINA, etc.

• Learn and apply applicable EHC policies, regulations, and procedures.

• Understand, interpret and apply City purchasing and accounting systems and procedures.

• Maintain the integrity of medical records and ensure confidentiality and security of this information.

• Develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the public.

• Use effective judgment in discussing and resolving customer related issues consistent with City and department policies and procedures.

• Communicate basic information to coworkers, internal customers, and the public in a respectful and knowledgeable manner.

• Maintain excellent organization and attention to detail; develop and maintain an organized filing systems; and maintain complex records using a variety of source materials.

• Manage multiple projects and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.

• Work with frequent interruptions and changes in priorities.

• Assist with the proper maintenance and function of EHC medical equipment (e.g., serve as back up to calibrate audiometer, track refrigerator temperature, and maintain AEDs).

• Ensure each EHC visitor has electronically signed in; track visitor entries using related software.

• Collect non-DOT hair drug tests from various parts of the body (e.g., head, beard, underarms, chest, legs, etc.).

• Seek out ways to streamline and improve EHC workflow processes.

• Understand and follow complex oral and written instructions.

• Engage in regular, predictable, full-time work.

• Read, analyze, and interpret financial reports, EHC budget and governmental regulations as well as other documents used by the department.

• Review, proofread, and/or edit assigned work products to ensure correct grammar and consistency of format.

• Prepare clear and concise written reports, compose emails, and various correspondence in a clear and professional manner.

• Make basic mathematical calculations, track and reconcile expenditures, as well as, ensure accuracy of invoices and other related documents.

• Operate general office equipment to include scanner, printer, copier, telephone, computer with Microsoft Office Suite.

• Utilize specialized software and systems in performance of job duties which may include EHC electronic medical management systems, and third-party medical records portals (e.g., LabCorp, FMCSA, SC DHEC, etc.), applicant tracking system, timekeeping system, work management system, and purchasing and financial systems.

Primary Work Location: Medical office environment.

Protective Equipment Required: Face mask, gloves, and safety glasses, available if needed.

Environmental/Health and Safety Factors:

Relatively free from unpleasant environmental conditions or hazards. Potential high risk of exposure to communicable diseases. Minimal exposure to chemical hazards.

Physical Demands:

Constantly requires hearing, vision, talking, fine dexterity, handling/grasping, lifting, pushing/pulling, reaching, twisting, bending, and sitting. Frequently requires crouching and stooping, kneeling, standing, and walking. Occasionally requires carrying, climbing, and balancing. Light strength demands include exerting up to 10 pounds frequently and exerting 20-50 pounds rarely.

Mental Demands:

Constantly requires time pressures, frequent change of tasks, performing multiple tasks simultaneously, tedious or exacting work, and working closely with others as part of a team. Frequently requires working in noisy/distracting environment. Occasionally requires emergency situations and irregular schedule/overtime.

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.