Street Medicine Administrative Assistant

Are you looking for a position that provides administrative and operational support to the Street Medicine program, enabling clinical teams to deliver field-based healthcare to people experiencing homelessness throughout Pierce County? Reporting to the program manager, this position manages inventory, processes referrals, supports medical billing and data management, maintains confidential records, and coordinates communication with patients and community partners. This is a Project, Full-Time (1.0 FTE) position, currently funded through 12/31/2027.

This position is the first level in the Administrative Assistant series. An employee assigned to this position will work under the close supervision of an immediate supervisor. Work performed is routine to moderately complex and requires some independent judgement and interpretation of policies and procedures.

• Administrative Assistant
• Senior Administrative Assistant
• Office Administrator

Options to continue your career at the Health Department depend on your interest, education, and training. Possibilities beyond the position series include:

• Executive Assistant I
• Executive Assistant II

• Inventory And Supply Management:
  Maintain medical and outreach inventory, order and receive supplies, stock on-site and off-site storage locations, conduct inventory counts, and coordinate procurement activities.

• Referral Coordination:
  Answer the Street Medicine warm line, monitor the program email inbox, process referrals, maintain referral tracking systems, coordinate follow-up activities, and support communication with patients and community partners.

• Data and Records Management:
  Scan and securely manage field documentation, maintain electronic and paper records, upload documents to SharePoint, support record retention, and ensure compliance with HIPAA and departmental policies.

• Billing and Clinical Administrative Support:
  Verify insurance enrollments through Provider One lookups, assist with billing documentation, resolve charting questions with providers, and monitor prescription fulfillment.

• General Administrative Support:
  Provide customer service, manage correspondence to frequently asked questions, coordinate meetings, support special projects, maintain office equipment and supplies, and perform other administrative duties as assigned.
  Provides customer service through various modalities to include in-person, over the phone, and online.

The items in this section are the key duties and responsibilities for this job and do not represent an exhaustive list. Our organization is dynamic, and duties may change based on business needs. Any new duties will remain within the scope of the job.

• Provides information about Health Department services to internal and external customers.
• Provides customer service through various modalities to include in-person, over the phone, and online.
• Answers telephones, screens and directs calls, greets visitors, and refers incoming inquiries to appropriate resources and/or staff.
• Assists in the research and development of reports, presentations, and records. Proofreads and edits documents and reports.
• Researches, responds to, and tracks customer complaints. Escalates customer questions or complaints to appropriate staff.
• Maintains complex electronic and paper filing systems; assists with records management.
• Enters, logs, files, and retrieves data manually and electronically.
• Maintains inventory, submits purchase orders, and distributes supplies and equipment.
• Processes, distributes, prioritizes, and responds to mail and correspondence.
• Provides employees with training for and technical assistance with software applications and office equipment.
• Maintains calendars for managerial staff, including scheduling meetings and appointments. Plans and coordinates staff and program events.
• May handle monetary transactions such as fees, fines, or payment for services rendered.
• The work you do might require you to participate in the Title XIX Medicaid Claiming Program.
• Performs other duties as assigned.

• Adheres to all workplace and trade safety laws, regulations, standards, and practices.
• Understands and properly follows established procedures in preventing and responding to unsafe or emergency situations. Identifies and reports potentially unsafe practices or conditions.
• Operates equipment, tools, machinery, and vehicles safely and understands processes for reporting an accident or injury.
• Understands and applies knowledge and skills necessary to successfully perform assigned emergency response role during an emergency.

When public health responds to an emergency, you may be assigned duties and responsibilities that are outside your regular job description. This may involve responding at any time and reporting to a location other than the department with different working conditions and physical requirements. You are expected to participate in emergency preparedness activities including…