Health Office Assistant (Categorical)

Irvine Valley College

Mission Viejo, CA

ID: 7054572 (Ref.No. P0014511)
Posted: November 29, 2018
Application Deadline: Open Until Filled

Job Description

10-Irvine Valley College
Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Summary Description:

Under general supervision from assigned supervisory or management staff, performs a variety of specialized office support and clerical duties in support of the Health and Wellness Center (HWC)/Student Health Center (SHC) at an assigned campus during late afternoon and evening hours; screens callers and visitors; schedules appointments; maintains patient records; and assists medical staff including in health-related programs, with medical inventory, with informational services, and other areas as necessary.

Knowledge of:

Office assistance and support duties applicable to a medical office.
Confidentiality requirements applicable to patient health reports and records.
Medical terminology and basic medical practices and procedures.
Health and safety precautions applicable to a health and wellness center.
First aid procedures used to assist ill and injured individuals.
Emergency procedures and proper radio communication.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Basic principles of business letter writing and basic report preparation.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices, and procedures of record keeping.
Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Basic mathematical concepts.
Work organization principles and practices.
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

Learn and understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.
Learn, understand, interpret, and apply general administrative and office policies and procedures.
Perform a variety of specialized medical office support and clerical duties and activities of a general and specialized nature in support of the HWC/SHC including screening callers and visitors, scheduling appointments, and maintaining health records and information.
Provide minor first aid including in emergency situations.
Operate two-way radio equipment used to communicate with nursing staff and campus safety.
Respond appropriately to the health needs and requests and inquiries from students, staff, faculty, or the public; effectively present information in person or on the telephone.
Remain calm and efficient in emergency situations.
Ensure cleanliness of HWC/SHC facilities.
Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records and reports.
Use sound judgment in recognizing scope of authority.
Type or enter data at a speed necessary for successful job performance.
Compile and organize data and information.
Maintain filing systems.
Exercise good judgment in maintaining information, records, and reports.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.


Equivalent to completion of the twelfth grade supplemented by coursework or on-the-job training in medical office practices and procedures.


Two years of clerical experience preferably in a medical or health-related office.

License or Certificate:

Possession of, or ability to obtain within probationary period, valid First Aid and CPR Certificates and a California driver’s license.

Conditions of Employment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:

Work is performed primarily in a medical office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:

Primary functions require sufficient physical ability and mobility to work in a medical office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may be required to drive a mini-van to transport ill or injured students in the case of an emergency. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Duties and Responsibilities

Screen calls, visitors, students, staff, and patients for medical needs and requests; respond to difficult and sensitive needs and requests including those of individuals with disabilities; provide information and interpret and apply HWC/SHC policies and procedures; schedule appointments with medical staff based on information provided by the patient; collect fees for services requiring payment.

Provide clerical assistance and administrative support to medical staff; maintain a variety of files including those containing confidential medical, immunization, and health information; input, retrieve, and maintain data and reports using computer equipment; purge and shred old medical records according to established retention schedules.

Respond to immediate health needs including providing minor first aid and dispensing over-the-counter medications; drive a mini-ambulance to pick up or escort ill or injured individuals to the HWC/SHC.

Monitor radio transmission to maintain contact with safety personnel and medical staff.

Assist with HWC/SHC programs, activities, and clinics utilizing knowledge of medical terminology and procedures; assist nurses as needed.

Maintain supplies of health information packets, pamphlets, health insurance information, and other materials.

Maintain cleanliness of the HWC/SHC including examination rooms and other areas; order and stock medical supplies and equipment.

Type, word process, and proofread a variety of documents and forms including general correspondence, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate.

Verify and review materials, applications, records, files, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, files, and reports; assist in compiling, assembling, and processing data including for special projects and reports.

Assist in coordinating the efforts of the HWC/SHC with other departments and student services.

Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

Perform related duties as required.


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