Office Associate

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual to perform a variety of complex, specialized clerical functions by serving as support staff to Newborn Hearing Screening Program. Enters information into computerized registries of newborns, produces documents requiring technical medical language, assists in tracking of newborns found to have hearing disorders, prepares and reviews requisitions and vouchers, prepares travel vouchers or expense claims, and receives, sorts, opens and distributes mail, answers program’s main phone line.

Job Responsibilities

1.  Under direction, serves as a support staff for the Newborn Hearing Screening Program (also known as Early Hearing Detection and Intervention Program (EHDI)), by collecting, summarizing, and keyboarding data submitted to the program for documentation and/or special reports, follow-up, and correspondence to physicians, including complex and specialized documents, charts and statistical reports containing medical terminology and data relative to the program.
• Reads work involving medical terminology and may edit for accuracy, clarity and content.
• Timely enters correspondence into the information system.

2.  Educates and audits with birthing facilities to enter information into the computerized registries for newborn hearing screening and assists in the tracking of newborns found to be suspect for clinically significant hearing disorders to ensure repeat testing.
• Communicates about tracking results by phone/ WebEx and in written correspondence to health professionals and medical institutions.
• Educates stakeholders on required Newborn Hearing Screening Program and EHDI practices.

3.  Operates a personal computer to prepare and maintain electronic files of documents, letters and data relative to the Newborn Haring Screening/EHDI program.
• Prepares and reviews requisitions and vouchers, prepares travel vouchers and expense claims.
• Acts as a scribe for meetings as requested.
• Keyboards and processes administrative forms records, or data system access.
• Answers the main phone line for the program and evaluates callers’ needs for follow-up. Then, provides appropriate action or refers to other staff for follow-up.

4.  Receives, sorts, opens, reads and distributes mail and other incoming correspondence pertaining to the Newborn Hearing Screening/EHDI program.
• Assembles and mails outgoing correspondence relative to the Newborn Hearing Screening/EHDI Program.
• Assists with preparing material for delivery of education to health care providers, parents and the public.

5.  Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of high school and two years of office experience.
• Requires the ability to keyboard accurately at 45 wpm.