"Alerted.org

Administrative Assistant III- Medical Records Specialist

Print (https://www.governmentjobs.com/careers/fairfaxcounty/jobs/newprint/5022543)

Apply



Administrative Assistant III- Medical Records Specialist

Salary

$45,255.39 - $75,424.96 Annually

Location

FAIRFAX (HH12), VA

Job Type

FT Hourly W BN

Job Number

25-01416

Department

Community Services Board

Opening Date

08/02/2025

Closing Date

8/8/2025 11:59 PM Eastern

Pay Grade

S15

Posting Type

Open to General Public

+ Description

+ Benefits

+ Questions

Job Announcement

This position work within our Compliance & Risk Management Division. Provides front and back-office support for administrative and clinical service delivery areas, at the various locations. Through the use of Microsoft Office software and the agency’s electronic health record (EHR), the successful candidate will perform duties that expedite the delivery of services in a behavioral healthcare environment. Performs duties pertaining to demographic and protected health information data integrity in the electronic health record, provide internal and external customer support, audit for quality assurance and troubleshooting errors, and respond to stakeholders’ requests for information and referrals. This position interfaces with internal and external customers and must remain aware of security protocols and standards, enacts security procedures when required, and provides services with integrity, friendliness, and in a professional manner. Protects individuals' confidentiality using existing federal, state, and local laws and regulations and the agency’s established policies and procedures. Incumbent must maintain expertise in several databases related to the EHR and revenue cycle management, as well as Microsoft Office software. This position requires traveling to/from the various centers and may be required to work evenings. The hours can vary from 7:30 AM – 8:00 PM.

Functional areas: general administration, medical records, or behavioral health

To learn more about careers that make a difference, watch our video "CSB: Making a Difference in Our Community (https://www.youtube.com/watch?v=4KPcwfX\_g68&feature=youtu.be) ".

The CSB strives create a work environment that facilitates professional growth by broadening your skill base with extensive training and development, modeling best practices in employee relations, employee recognition programs and advancement opportunities along with providing a highly competitive wage and benefits package. Since 1969, the Fairfax-Falls Church Community Services Board Community Services Board (https://www.fairfaxcounty.gov/community-services-board/) has served individuals of all ages who have mental illness, substance use disorders, serious emotional and/or developmental disabilities. Our vision, aligned with the goals of One Fairfax (https://www.fairfaxcounty.gov/topics/one-fairfax) , is that everyone in our community has the support needed to live a healthy, fulfilling life. Fairfax County is a dynamic and diverse community spanning over 400 square miles. With over 1.2 million residents, Fairfax County is the most populous jurisdiction in Virginia. Operating as part of Fairfax County government's human services system the CSB provides a wide array of services offering opportunities for career growth and advancement.

Note: Multiple positions may be filled from this announcement.

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

General Financial Duties

+ Uses spreadsheets or databases to organize information and produce standard reports;

+ Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;

Accounting

+ Prepares wide variety of accounting forms;

+ Identifies discrepancies and makes corrections;

+ Collects required documents;

+ Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.

Purchasing

+ Orders goods or services and follows up/resolves discrepancies and ensures delivery;

Scheduling & Coordinating for Others

+ Maintains calendar(s);

+ Schedules meetings;

+ Makes and cancels appointments;

+ Schedules rooms for classes, meetings, conferences, etc.;

Communication

+ Composes routine correspondence on behalf of the executive/work unit head.

Office Management

+ Provides administrative support and implements procedures;

+ Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;

+ Trains and orients new employees;

+ Provides and explains relevant policies and procedures.

General Administrative

+ Composes routine correspondence on behalf of the executive/work unit head.

Receptionist/Public Contact

+ Schedule appointments;

+ Explains departmental policy/procedure but does not interpret them;

+ Responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/county operations.

Word Processing/Typing

+ Keys/types complex documents (e.g., technical);

+ Proofs spelling and grammar;

+ Uses multiple software packages to prepare equations, statistics, tables and/or presentations;

+ Compiles reports from edited drafts;

+ Uses macros and templates developed by others.

Information Systems/Software

+ Performs data entry with some knowledge of department/work unit/program;

+ Manipulates screens for additional entries;

+ Generates routine reports;

+ Creates simple spreadsheets;

+ Maintains databases.

Reports

+ Compiles routine factual/numerical reports using readily available information.

Payroll

+ Processes pay adjustments;

+ Transmits on-line T&As;

+ Regularly inputs routine Human Capital Management Enterprise Resource Planning system entries;

+ Performs payroll functions (e.g., internal collection of time sheets, verify T&A entries, verify leave slips);

+ Trains new employees on how to do on-line time.

Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas; Significant nonstandard skill/knowledge is required involving production of an end product such as a report.

Word Processing/Typing

Basic skills in the use of Microsoft Word.

Math Skills

Basic math skills.

PC Skills

Basic skills in the use of applicable Microsoft Office Suite software.

Communication

Ability to write simple documents.

Information Abilities

Ability to process and integrate complex data.

Interpersonal Abilities

Ability to establish and maintain effective working relationships with both external and internal contacts.

Executive Assistance

Ability to maintain confidentiality and be sensitive to political issues.

Employment Standards

MINIMUM QUALIFICATIONS:

Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

NECESSARY SPECIAL REQUIREMENTS:

The appointee to this position will be required to complete a criminal background check, a Child Protective Services Registry check, and sanction screening to the satisfaction of the employer. A TB screening upon hire.

PREFERRED QUALIFICATIONS:

+ Proficient with Microsoft Office computer software, especially Word, Excel and Outlook; experienced with managing data, formatting documents, and handling email and calendars;

+ Knowledge of records management best practices and relevant regulations;

+ Experience with Electronic Health Records and familiarity with HIPAA and information security laws.

PHYSICAL REQUIREMENTS:

+ Ability to travel to various CSB sites and maneuver through multi-floor buildings.

+ Ability to bend/stretch, carry up to 25lbs, answer phones and use keyboard driven devices.

+ Ability to communicate clearly with others.

+ Unlimited standing/sitting.

All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:

Panel Interview and may include a practical exercise.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. TTY 703-222-7314. [email protected] EEO/AA/TTY.

#LI-AP1