Hampton is hiring: PMED/Office Assistant in Hampton

Overview

This position is responsible for performing a wide variety of clerical and administrative data entry support duties in a manner that demonstrates a commitment to providing excellent internal and external customer service to support the mission of the Hampton Sheriff’s Office (HSO). The Office Assistant works collaboratively within and outside the organization and draws upon the expertise of the HSO leadership team and community stakeholders to ensure that goals are met in a timely and cost-effective manner. Performs duties as assigned and is accountable for use of delegated authority.

Responsibilities

• Process all medical record requests in a timely and confidential manner, ensuring compliance with HIPAA and applicable federal, state, and local regulations.
• File, organize, and maintain medical records and supporting documentation, both manually and electronically, ensuring accuracy and accessibility.
• Utilize a personal computer and medical software systems to store, compile, analyze, and retrieve medical and statistical data related to patient care, departmental operations, and agency functions.
• Assist in the preparation and management of medical documentation, reports, and correspondence for internal and external use.
• Respond to inquiries regarding medical records and patient information from HSO staff, City employees, healthcare providers, and authorized individuals.
• Coordinate medical-related meetings and communications between staff, healthcare providers, HSO administration, and other city departments.
• Takes and transcribes dictation for medical correspondence, patient care notes, and departmental reports.
• Assist with medical audits, compliance reviews, and special projects related to healthcare operations and recordkeeping.
• Scan, monitor, and archive documents related to accreditation standards, medical policies, and procedural compliance.
• Maintain office supplies, medical forms, and inventory necessary for healthcare and administrative operations.
• Assist with the secure disposal of outdated medical records in accordance with the Virginia Retention Schedule and HIPAA guidelines.
• Handle incoming and outgoing medical correspondence, mail, and records requests, ensuring timely distribution and delivery.
• Produce standard medical and administrative documents, such as forms, reports, patient letters, and charts.
• Demonstrate professionalism, confidentiality, and discretion when handling sensitive medical and patient information.
• Provide backup coverage for reception, telephone, and administrative support as needed, including scheduling, filing, and documentation tasks.
• Perform other medical and administrative duties as assigned to support departmental and agency goals.
• Operate MS Office (including Word, Excel, PowerPoint) or other related software to develop/maintain databases, spreadsheets, budgets, and other information.
• Interact and work with a wide range of people, including staff at all levels and with persons in other organizations.

Qualifications

• High school diploma or GED equivalent required.
• 0–1 year of administrative, clerical, or related experience, or an equivalent combination of education and experience.
• Strong computer proficiency, including Microsoft Office Suite (Word, Excel, PowerPoint) and other administrative or medical software.
• Coursework or experience in business administration, office management, medical administration, or computer applications is preferred.
• Must have strong written and verbal communications skills. Must be highly organized, and a self-motivator.
• Must be able to maintain confidentiality of all information.
• Required patience and skill in dealing with officials and with citizens.
• Detail-oriented, professional attitude, and ability to work a flexible schedule.
• Proficiency in spelling, grammar, punctuation, and English language skills; Good at typewriting; Attention to detail; Organizational skills.
• Ability to read and comprehend laws, ordinances and orders; maintain composure under adverse conditions.
• Ability to establish and maintain effective working relationships with other employees, officials, and citizens from diverse backgrounds.
• Ability to think clearly under stress and to exercise good public relations skills; prioritize tasks.

Environmental Hazards

The job may risk exposure to extreme heat and/or cold, wet or humid conditions, noise, fumes, odors, moving machinery, electrical shock, traffic, and toxic or caustic chemicals. Risk of exposure to bio-hazardous communicable diseases and bodily fluids.

Physical And Dexterity Requirements

Must have the capability to hear, speak and see to communicate with the general public. Physical exertion may be required to climb stairs, run, bend, twist, reach, crawl through tight spaces, kneel in confined areas; sit for prolonged periods of time; move/push/pull or lift heavy objects exceeding 50 lbs.

Additional Requirements

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Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative

Industries

• Government Administration