Office Support Specialist - Veterinary Diagnostic Laboratory

Job Summary

Under general supervision, the incumbent performs specialized administrative functions supporting laboratory information management, client services, records management and business office operations within the Veterinary Diagnostic Laboratory (VDL). The incumbent applies working knowledge of veterinary diagnostic laboratory processes, testing services and information systems to support accurate communication of laboratory information, maintain records, process information requests and ensure confidentiality of laboratory data.

• Client Services and Laboratory Information Coordination

  • Serves as primary point of contact for clients, veterinarians, laboratory personnel, faculty and staff regarding laboratory services, testing requirements, submission procedures, reports, account information and established VDL processes.
  • Responds to client inquiries received by phone, email and in person to provide accurate information, clarifying requirements, and assisting with routine questions related to laboratory services and business office functions.
  • Creates and maintains client accounts and related information within applicable system, ensuring accuracy and completeness of client records required for laboratory services, financial processing and communication.
  • Documents client communications, inquiries and follow-up activities within appropriate systems in accordance with the VDL quality requirements.
  • Collaborates with laboratory personnel, business office staff, and external stakeholders to obtain, verify and communicate information necessary for accurate case processing and effective client service.
  • Provides information and assistance regarding laboratory reports, testing resources, submission requirements, and available VDL services.
  • Participates in VDL quality assurance activities by maintaining accurate documentation, following established procedures, and supporting continuous improvement activities

• Laboratory Information Management and Records Support

  • Maintains, reviews, verifies and updates laboratory and client information within the Laboratory Information Management System (LIMS) and other electronic systems according to established VDL procedures.
  • Processes requests for laboratory information, including report retrieval, documentation requests, and release of information in accordance with established procedures and confidentiality requirements.
  • Performs queries and retrieves information from electronic systems to support quality assurance activities, reporting needs, client requests and operational requirements.
  • Maintains laboratory records retention processes by organizing, scanning, labeling, and filing case-related documentation according to VDL requirements.
  • Creates and maintains electronic files, spreadsheets, and reports to support laboratory operations, client communications, and information requests.
  • Reviews information within electronic systems and related documentation for accuracy and completion as needed.

• Financial and Business Office Support

  • Processes and records client payments, including credit card transactions and other payment methods, following established procedures.
  • Maintains client account information required for financial processing, laboratory records, and reporting activities.
  • Provides routine financial information to clients, including invoice copies, account balances, and payment history information.
  • Maintains accurate payment records and supporting documentation related to business office transactions.
  • Reviews routine financial information and assists with transaction tracking, documentation, and record maintenance activities, supporting accounts receivable operations.
  • Identifies routine discrepancies in financial records and refers items requiring additional review to appropriate business office personnel.
  • Assists with preparation of financial documentation and reports related to established business office processes.

Work is performed in a standard office setting within the Veterinary Diagnostic Laboratory. Allergies to hay, straw or animal dander may cause discomfort based on the location within the College of Veterinary Medicine. Position may involve lifting and maneuvering heavy boxes filled with case files.

1. High school diploma or equivalent.
2. Any one or combination totaling two (2) years (24 months) from the categories below:
A. College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent:
- 30 semester hours equals one (1) year (12 months)
- Associate's Degree (60 semester hours) equals eighteen months (18 months)
- 90 semester hours equals two (2) years (24 months)
- Bachelor's Degree (120 semester hours) equals three (3) years (36 months)
B. Work experience performing office/clerical activities, including the use of computer systems.
3. One (1) year (12 months) of work experience comparable to the second level of this series.