PMED/Office Assistant na City of Hampton, VA

About the Department

This position is responsible for performing a wide variety of clerical and administrative data entry support duties in a manner that demonstrates a commitment to providing excellent internal and external customer service to support the mission of the Hampton Sheriff’s Office (HSO).   Some of the work may require knowledge specific to the department/division.  The Office Assistant works collaboratively within and outside the organization and draws upon the expertise of the HSO leadership team and community stakeholders to ensure that goals are met in a timely and cost-effective manner. Performs duties as assigned and is accountable for use of delegated authority.

Pursuant to §15.2–1603 of the Code of Virginia incumbent is appointed at-will and serves at the pleasure of the Sheriff.

Position Duties

• Processes all medical record requests in a timely and confidential manner, ensuring compliance with HIPAA and applicable federal, state, and local regulations.

• Files, organizes, and maintains medical records and supporting documentation, both manually and electronically, ensuring accuracy and accessibility.

• Utilizes a personal computer and medical software systems to store, compile, analyze, and retrieve medical and statistical data related to patient care, departmental operations, and agency functions.

• Assists in the preparation and management of medical documentation, reports, and correspondence for internal and external use.

• Responds to inquiries regarding medical records and patient information from HSO staff, City employees, healthcare providers, and authorized individuals.

• Coordinates medical-related meetings and communications between staff, healthcare providers, HSO administration, and other city departments.

• Takes and transcribes dictation for medical correspondence, patient care notes, and departmental reports.

• Assists with medical audits, compliance reviews, and special projects related to healthcare operations and recordkeeping.

• Scans, monitors, and archives documents related to accreditation standards, medical policies, and procedural compliance.

• Maintains office supplies, medical forms, and inventory necessary for healthcare and administrative operations.

• Assists with the secure disposal of outdated medical records in accordance with the Virginia Retention Schedule and HIPAA guidelines.

• Handles incoming and outgoing medical correspondence, mail, and records requests, ensuring timely distribution and delivery.

• Produces standard medical and administrative documents, such as forms, reports, patient letters, and charts.

• Demonstrates professionalism, confidentiality, and discretion when handling sensitive medical and patient information.

• Provides backup coverage for reception, telephone, and administrative support as needed, including scheduling, filing, and documentation tasks.

• Performs other medical and administrative duties as assigned to support departmental and agency goals.

Minimum Qualifications

• Ability to work in MS Office (including Word, Excel, Power Point,) or other related software to develop/maintain databases, spreadsheets, budgets, and other information
• Ability to interact and work with a wide range of people. Ability to work with staff at all levels and with persons in other organizations. 
• Must have strong written and verbal communications skills.  Must be highly organized, and a self-motivator.
• Must be able to maintain confidentiality of all information
• Required patience and skill in dealing with officials and with citizens
• Must have strong written and verbal communications skills.  Must be highly organized, and a self-motivator
• Must be detail-oriented, possess a professional attitude and able to work a flexible schedule.
• Proficiency in spelling, grammar, punctuation and further English language skills
• Good at typewriting
• Attention to detail
• Organizational skills 
• Ability to read and comprehend laws, ordinances and orders
• Maintain composure under adverse conditions such as public harassment, critical injuries, and death
• Establish and maintain effective working relationships with other employees, officials and citizens from a variety of racial, ethnic and economic backgrounds
• Act rationally and calm under stressful situations
• Utilize good public relations skills
• Prioritize tasks
• Properly operate authorized city vehicles and equipment
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals
• Make sound decisions

• High school diploma or GED equivalent required.

• 0–1 year of administrative, clerical, or related experience, or an equivalent combination of education and experience.

• Strong computer proficiency, including Microsoft Office Suite (Word, Excel, PowerPoint) and other administrative or medical software.

• Coursework or experience in business administration, office management, medical administration, or computer applications is preferred.

Other Qualifications

ENVIRONMENTAL HAZARDS 
The job may risk exposure to extreme heat and/or cold, wet or humid conditions, noise, fumes, odors, moving machinery, electrical shock, traffic and toxic or caustic chemicals. Risk of exposure to bio-hazard communicable diseases and bodily fluids.
PHYSICAL AND DEXTERITY REQUIREMENTS 
Must have the capability to hear, speak and see to communicate with the general public. Physical exertion may be required to climb stairs, run, bend, twist, reach, crawl through tight spaces, kneel in confined areas; sit for prolonged periods of time; move/push/pull or lift heavy objects exceeding 50 lbs; 
ADDITIONAL REQUIREMENTS    
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