Medical Office Assistant

Medical Office Assistant-Days

SALARY

$24.00/hour

HOURS

• 40-hour work week, Monday through Friday, 7:30 AM-4:30 PM
• Must be flexible to meet the needs of the program

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent (copy required upon hire)
• Valid New York State Driver’s License
• Yearly physical (required within one month of hire)
• Minimum of two (2) years’ experience in a medical office, clinic, or hospital setting
• Strong clerical, organizational, and customer service skills
• Ability to work in a fast-paced environment while maintaining professionalism and accuracy
• Proficiency with Electronic Health Records (EHR) systems and Microsoft Office Applications
• Ability to work with a diverse population presenting a variety of cultural, socioeconomic, developmental, and sexual identities.  Must be willing to establish and foster healthy and supportive relationships that acknowledge individual identities and encourage personal growth.

PREFERRED QUALIFICATIONS

• Experience working with adolescents in residential or healthcare settings
• Medical Office Assistant Certification or equivalent credential

REQUIREMENTS

1. Must complete all required background checks:
   • NYS Statewide Central Register of Child Abuse and Maltreatment (SCR)
   • Multi-State Sex Offender Registry (SOR) 
   • NYS Division of Criminal Justice Services (DCJS) fingerprinting
   • NYS Justice Center Staff Exclusion List (SEL)
   • NYS OMIG Medicaid Exclusion List
   • Out-of-state child abuse register inquiry of any state in which the person resided within the last five years (if applicable)
   • NYS License Event Notification Service (LENS)
   • Office of Inspector General (OIG)
2. Must complete Therapeutic Crisis Intervention (TCI)

PHYSICAL REQUIREMENTS

Ability to lift 25 lbs, assist with medical equipment, and navigate a multi-building campus

OBJECTIVES OF THE POSITION

The Medical Office Assistant plays a vital role in the Agency’s fast-paced Article 29-I Medical Clinic by providing comprehensive administrative support to ensure efficient clinic operations while transporting youth to on and off-campus medical appointments. This dual-function position supports the entire clinic team by managing scheduling, documentation, and communication processes; assisting nursing staff and physicians with daily clinical needs; and ensuring timely, organized youth care access. Success in this role requires strong organizational skills, professionalism, and adaptability to maintain smooth clinic workflows and continuity of care in a dynamic healthcare environment.

DUTIES AND RESPONSIBILITIES  

1. Maintain a courteous, respectful, and professional demeanor when interacting with residents, internal staff, nursing and medical personnel, external healthcare providers, hospitals, parents, and other professionals involved in coordinating and delivering resident medical care.
2. Serve as the first point of contact for the Medical Clinic, greeting residents, staff, visitors, and providers with professionalism and courtesy.
3. Answer and route incoming calls, take messages as needed, and manage the clinic’s public-facing areas, including the waiting room.
4. Sort and distribute incoming mail; deliver outgoing mail to the Administration Building.
5. Maintain clinic staff lists, schedules, and contact information for internal and external coordination.
6. Support nursing staff and physicians with medical documentation, appointment scheduling, and EHR data entry to ensure compliance with care protocols. 
7. Assist with employee physical exams by gathering medical history, obtaining vital signs, and completing documentation as directed by nursing staff.
8. Maintain accurate records for medical procedures, allergy/dietary restrictions, and special medical monitoring appointments.
9. Transport youth safely and punctually between cottages, the medical clinic, other campus facilities, and off-campus medical providers. 
10. Coordinate with nursing staff to ensure all medical appointments and procedures are completed as scheduled.
11. Assist with environmental tasks, including cleaning exam rooms between visits, stocking supplies, and organizing medical equipment to maintain infection control standards.
12. Provide coverage for other administrative and support roles to ensure smooth clinic operations.
13. Perform other duties as assigned by the Medical Clinic Supervisor, Nursing Supervisor(s), and Physicians.
14. Adhere to all rules, regulations, policies, and philosophy of The William George Agency, the Office of Children and Family Services, and the Department of Health.

DEPARTMENT

Medical Clinic

POSITION LEVEL

Responsible to the Medical Clinic Supervisor.

About The William George Agency for Children’s Services

The William George Agency for Children’s Services is located on a 650-acre campus nine miles northeast of Ithaca, in the Finger Lakes Region of New York State. It is a private, not-for-profit residential treatment center licensed by the New York State Office of Children and Family Services (OCFS) that serves both male and female youth between the ages of 12 and 21, and their families, who present with significant mental health issues, behavioral difficulties, and substance abuse issues.   Our programs offer an array of treatment modalities specifically designed to meet the needs of our youth. 

The William George Agency for Children’s Services is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunities without regard to an individual’s age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

This job description intends to provide, in broad terms, the general functions and responsibilities of positions given this title. It shall not be construed as a declaration of the total of the specific job duties and responsibilities for any particular position. Employees may be directed to perform tasks other than those specifically presented in this description.

Outstanding Benefits Package

Working at The William George Agency for Children’s Services has benefits that exceed salary alone. There are personal rewards, including comprehensive health and retirement plan options. We also offer generous paid time off to support your work-life balance.