Maternal and Infant Health Administrative Assistant Administrative Specialist I Full Time NEW

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LOCATION OF POSITION

8930 Stanford Blvd

Columbia, MD 21045

Main Purpose of Job

This Administrative Specialist I position provides administrative support to the Maternal & Infant Health Program’s Perinatal Care Coordination (PEACE) Project and the Reproductive Health Expansion project. The position supports administrative functions at an advanced level of work requiring regular use of independent judgment and analysis. Responsibilities include but are not limited to: general administrative support, supply ordering and inventory management, database management, scheduling meetings, taking minutes and record-keeping for program activities, technical and fiscal support to program staff, assistance with Bureau reporting and statistics, and other duties as assigned. In addition, this position will support Reproductive Health and Maternal health expansion efforts by determining eligibility for new and existing programs and providing client registration support at off-site clinics. This position will work collaboratively with other HCHD programs and community partners to oversee and coordinate meetings, programs, and outreach activities.

This position is eligible for hybrid telework

POSITION DUTIES

Administrative Support

• Provides administrative support to the Maternal & Infant (M&I) Health Program Manager and M&I programs

and projects; duties may include but are not limited to professional correspondence to staff, community agencies/partners, clients, and HC providers; maintaining calendars; coordinating outreach activities; and managing inventory of pregnancy support items, office supplies, educational and promotional materials.

• Organizes in-person, virtual and hybrid program meetings as directed using a variety of virtual platforms including but not limited to Zoom, MS Teams, and Cisco Web-ex and ensuring room reservations are sufficient for attendees at in-person meetings.
• Records minutes for meetings as directed and provides summary of action items discussed.
• Establishes and maintains a system for monitoring M&I supply inventory and tracking expenditures (Excel Spreadsheets).
• Prepares forms and written ledgers for fiscal processing made from various grants/budgets to be reviewed by M&I Program Manager.
• Assists in the planning, preparation, implementation, and promotion of program outreach events including but not limited to reserving space, coordinating catering, designing materials, arranging presenters, creating event invitation and agenda, managing attendee lists, creating after action summary post-event.
• Collects and compiles data and necessary information needed for M&I monthly, quarterly, and yearly reports and Health Stats as directed.
• Receives Postpartum Infant and Maternal Referral (PIMR) forms from fax machines, logs information into RedCap and alerts Perinatal Care Coordinator.
• Answers calls for Maternal and Child health programs and appropriately directs to services.
• Monitors PEACE project inbox and responds or directs questions appropriately.

Management of Sexual/Reproductive Health Clinics and Maternal Health programs

• Determines eligibility for new and existing Maternal health programs using program specific residency and income eligibility guidelines, for example Medicaid Income Eligibility brackets and/or Maryland Child Care Scholarship Program guidelines
• Determines eligibility for Sexual/Reproductive Health Clinics using Title X Program Eligibility Requirements
• Interviews clients to determine insurance eligibility using Electronic Health Record (EHR), Electronic Verification System (EVS) or other insurance portals; follows up with pending insurance status of clients.
• Obtains authorization/pre-authorization when necessary.
• Enters all financial information into EHR, confirms deductible and determines fee scale eligibility by obtaining proof of income.
• Creates e-superbill charges for clients at the end of each visit.
• Collects and processes payments (Check, credit card, cash) and reconciles daily End of the Day collection reports and submits to Fiscal.

Database Management

• Assists with monitoring program data in REDCap system and creates weekly summary of referral activity to be distributed to Perinatal Care Navigator and M&I Program Manager.
• Reviews intake data and works with Perinatal Care Navigator and Community Health Worker to coordinate follow-up calls, home visits, and resource sharing.
• Coordinates with MIH Program Manager and Perinatal Care Navigator to create reports, identify trends, and compile data to share with leadership, providers, and community stakeholders.

Other

• Possesses a broad understanding of HCHD services and can refer to other programs. Participates in necessary drills and exercises, responds to emergencies as appropriate, keeps abreast of policies and procedures in the program, bureau and department. Completes all required trainings. Participates in quality improvement efforts within the program.

Minimum Qualifications

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Six months of experience performing administrative staff, clerical, clerical technical, or secretarial work.

Notes

• Candidates may substitute 30 credit hours from an accredited college or university for the required experience.
• Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.

Desired Or Preferred Qualifications

The desired candidate should possess the following:

• Bilingual in Spanish.
• Experience with electronic medical records.
• Experience using Microsoft Word, Excel, PowerPoint and Outlook.
• Experience with basic medical billing processes (eligibility verification, deductions, copays, prior authorizations, etc.)
• Experience with community resources related to prenatal/postnatal care as well as other social services.
• Experience with patient registration processes, including collecting and verifying demographic and insurance information.
• Experience working effectively with diverse populations, including adolescents, young adults, and underserved communities.

LICENSES, REGISTRATIONS AND CERTIFICATIONS

Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

SELECTION PROCESS

Applicants who meet the minimum (and selective) qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education, training and experience as they relate to the requirements of the position. Therefore, it is essential that you provide complete and accurate information on your application. Please report all related education, experience, dates and hours of work. Clearly indicate your college degree and major on your application, if applicable. For education obtained outside the U.S., any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview).

Complete applications must be submitted by the closing date. Information submitted after this date will not be added.

Incorrect application forms will not be accepted. Resumes will not be accepted in lieu of a completed application.

Candidates may remain on the certified eligible list for a period of at least one year. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

Benefits

STATE OF MARYLAND BENEFITS

FURTHER INSTRUCTIONS

Online applications are highly recommended. However, if you are unable to apply online, the paper application (and supplemental questionnaire) may be submitted to MDH, Recruitment and Selection Division, 201 W. Preston St., Room 114-B, Baltimore, MD 21201. Paper application materials must be received by 5 pm, close of business, on the closing date for the recruitment, no postmarks will be accepted.

If additional information is required, the preferred method is to upload. If you are unable to upload, please fax the requested information to 410-333-5689. Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.

For questions regarding this recruitment, please contact the MDH Recruitment and Selection Division at 410-767-1251.

If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850 or Application.Help@maryland.gov .

Appropriate accommodations for individuals with disabilities are available upon request by calling: 410-767-1251 or MD TTY Relay Service 1-800-735-2258.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State’s diversity.