Administrative Assistant - DHS - Notional

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*Position contingent upon successful contract award.

Location

TBD

Clearance Level

T2 – Moderate Risk Public Trust (MRPT) 

Primary Function

The Medical Administrative Assistant provides critical support to the healthcare team within the ICE Detention Facility. This role ensures the smooth operation of medical administrative functions, including scheduling, documentation, and coordination of care. The assistant serves as a liaison between medical staff, detainees, and facility administration, maintaining confidentiality and compliance with federal standards.

Duties and Responsibilities

• Routine logistical support tasks such as receiving material and routing it to a responsible party.
• Coordinates and implements office services, interprets and communicates operating policies.
• Analyzes Health unit operating practices such as record keeping systems, forms control, office layout, and creating new systems or revising established procedures.
• Locates and compiles information and formats reports, graphs, tables, records and other sources of information.
• Assembles and categorizes facts and figures for written computation and calculations.
• Uses various software applications, such as spreadsheets to manipulate and/or format data and/or reports.
• Identifies “close calls” and/or safety concerns to supervisory personnel.
• Reviews and answers correspondence
• Coordinates collection and preparation of operating reports such as time and attendance, terminations, and budget expenditures
• Answers calls, schedules appointments, greets patients, and organizes files.
• Updates and maintains patient charts
• Monitors radio communication and internet communication.
• Assists with managing the day-to-day activities and prioritizing tasks.
• Attends and participates in a variety of meetings and task force groups to improve quality and outcomes, communicate issues, obtain approvals, resolve problems and maintain specific level of knowledge pertaining to new developments, new task efforts, and new policy requirements.
• Comply with all applicable Acuity standards and guidelines.
• Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
• Preparing administrative correspondence and reports as required.
• Assist with patient care within the current scope of practice, as needed.
• Other duties as assigned.

Job Requirements

• Minimum of 3 years work experience in administration field. Some medical administration experience preferred.
• Certified In CPR/First Aid
• Experience working with unit operating practices, such as record keeping systems
• Ability to work both independently and to work positively within a team environment maintaining professionalism.
• Proficiency with computer and common office equipment, as well as with MS Office products required.
• Ability to adapt to sudden changes and flexibility in work requirements to include potential shift changes based on operational needs and/or command priorities.
• Strong problem-solving skills to research and resolve inquiries and respond in a timely manner.
• Ability to work well with senior management and across functions to achieve business objectives.
• Self-starter who is action oriented and possesses a strong sense of urgency.
• Must be able to perform duties in a stressful and high paced environment without physical limitations. 
• Ability to adapt to sudden changes and flexibility in work requirements to include potential shift changes based on operational needs and/or command priorities. 

Preferred Qualifications

• Bilingual (English/Spanish or other relevant languages) preferred
• Has undergone a federal investigation at the level of Tier 2 or higher; has been granted favorable suitability/eligibility and has not had a break in service for more than 24 months. 
• DHS or ICE detention center experience.

Physical Requirements and Work Conditions

• Work is normally performed in a typical interior/office work environment.
• Work involves sitting and standing for prolonged periods of time.
• Ability to ascend/descend stairs.
• Visual acuity required to complete paperwork and computer work.
• Work is performed in a secure detention facility.
• May require evening, weekend, or on-call hours.
• Exposure to emotionally challenging situations.

Acuity International is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration without regard to race, color, sex, national origin, age, protected veteran status, or disability status.

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