Staff Assistant

Requisition No: 881884
Agency:
Department of Health

Working Title:

STAFF ASSISTANT
- Pay Plan:
Career Service
Position Number:
Salary: $33,759.96 - $34,760.00
Posting Closing Date: 09/09/2026

This is a responsible, technically varied, and complex position providing clerical and health support services and assistance to clients served through the Medical Foster Care (MFC) program.

• Collaborates regularly with program staff and management to develop seamless support processes for effective delivery of program services.
• Prepares and sends all requested correspondence and documents including, but not limited to, consents, shelter orders, closure letters, medical and psychosocial records, care plans, etc. as directed for all new referrals and existing program clients.
• Reviews all incoming correspondence, notifying specialty team of receipt and tasks to follow up. Follows up on requested correspondence and needed documents.
• Sorts, scans, uploads, indexes, and files all client and program related documents and records received into appropriate files, including electronic systems, timely and per policy. Initiates and maintains client records according to policy. Maintains electronic and paper records in an orderly fashion.
• Assembles new MFC administrative records as needed. Assists staff in the preparation and maintenance of administrative records. Assembles new in-home MFC records as required. Assists staff in the preparation and maintenance of records, including thinning appropriately.
• Prepares MFC records for closure as directed and per policy. Redacts and processes all records for children who are adopted, per policy.
• Maintains MFC schedules as requested. Schedules virtual or phone conferencing meetings or physical conference rooms as needed for MFC monthly staffing's, parent pre-service or service trainings and any needed program meeting or home visit as requested.
• Schedules and monitors MFC appointments as requested.
• Monitors electronic systems monthly to review Medicaid Managed Medical Assistance (MMA) plan assignment for each MFC client assigned to and notifies staff of any upcoming changes. Coordinates new MMA plan representative into staffing scheduling and invitations.
• Provides support and assistance with directives from program staff to include schedule coordination, maintaining calendars, attending team meetings, and taking minutes. Assists with travel, as office champion, related to program home and community visiting and outreach.
• Documents all client related activities as required, per DOH documentation standards and policy, in the electronic health record system.
• Provides verbal and written communication with MFC staff and program stakeholders including parents and community representatives. Answers phone, directs calls, and takes messages as appropriate. Contacts parents/guardians and community representatives for demographic and other related updates. Prepares, sends, and responds to emails as per policy.
• Attends staff and program meetings as requested.
• Performs any other related duties as assigned.

• Knowledge of quality improvement and data collection
• Judgement and decision-making, critical thinking and active listening skills
• Ability to communicate effectively verbally and in writing
• Ability to implement change
• Ability to use multiple computer programs and software such as Microsoft word, Outlook, TEAMS, and Office to retrieve and/or input data.
• Ability to prioritize work, identify changing priorities and adjust as needed.
• Ability to work independently and self-monitor work for accuracy and maximum productivity
• Ability to work effectively with a health care team and maintain an effective working relationship with others.
• Knowledge of patient confidentiality laws
• Ability to review data for accuracy and completeness
• Ability to utilize problem-solving techniques.
• Ability to plan, organize and coordinate work assignments.

• Computer skills, including use of standard office machinery such as laptops, scanners, cell phones, printers and programs such as Outlook, Power Point, Excel, Teams and SharePoint.
• High school or GED diploma
• Excellent communication and interpersonal skills.

• 2 years of experience as a clerk/receptionist in a medical setting.
• Valid Driver's License

To protect, promote & improve the…