Administrative Assistant

Job DetailsJob Location: Tallahassee, FL 32304Position Type: Full TimeJob Shift: DayPosition Summary

The Administrative Assistant / Medical Office Coordinator provides comprehensive administrative support, maintains medical and operational records, and serves as a key communication link within the healthcare unit. This role ensures efficient office operations, accurate documentation, and professional coordination among healthcare staff, administration, and correctional personnel while maintaining strict confidentiality and compliance with facility policies.

QualificationsRequired Qualifications

Education & Experience

High school diploma or equivalent required
Ability to type a minimum of 60 words per minute
Familiarity with dictation, transcription, and copying equipment
Ability to successfully pass all required background and security screenings

Essential Duties and Responsibilities

Correspondence & Office Administration

Process incoming and outgoing correspondence in a timely and organized manner
Receive, route, and distribute communications to the Administrator, Medical Director, and internal or external stakeholders as appropriate
Prepare letters, memoranda, reports, and other written materials as directed
Distribute meeting minutes and action item lists to committees and staff

Reporting & Documentation

Accurately compile, prepare, and maintain clinical, operational, and administrative reports
Prepare payroll documentation for exempt, non-exempt, and contracted employees as required
Record, transcribe, and distribute minutes for committee and departmental meetings
Compile projects and reports submitted by healthcare staff at the direction of the Administrator
Organize, classify, and file all office documents using a consistent and retrievable filing system

Scheduling & Coordination

Coordinate and schedule meetings, appointments, and work assignments to meet or exceed deadlines
Notify all required attendees of scheduled events in a timely manner
Schedule contracted physician hours as requested by the Medical Director
Maintain and update departmental calendars to reflect current and upcoming activities

Communication & Interpersonal Effectiveness

Communicate clearly, professionally, and respectfully with all staff
Maintain confidentiality in all written and verbal communications
Facilitate effective communication between the Administrator and healthcare staff by accurately conveying procedures, directives, and instructions
Interact positively and cooperatively with correctional staff and facility personnel

Professional Development & Organizational Support

Participate in required in-service training and continuing education
Maintain and enhance administrative and technical skills to support healthcare unit operations
Support organizational and departmental change initiatives
Demonstrate flexibility by accepting additional assignments and duties as needed to support unit goals

Compliance & Policy Adherence

Adhere to all personnel, attendance, security, and PREA policies
Report to work as scheduled and maintain dependable attendance
Follow all facility and organizational procedures to support safe and effective operations

Core Competencies

Professionalism and discretion
Strong organizational and time-management skills
Attention to detail and accuracy
Effective communication and collaboration
Adaptability in a secure healthcare environment

Organizational Expectations

Provides a positive and professional representation of CFG Health Systems, LLC.
Promotes a culture of safety for patients and employees through proper identification, reporting, documentation, and prevention
Maintains competency and knowledge of current standards of practice, trends, and developments in related scope of job role or practice
Adheres to infection control policies and protocols, medication administration and storage procedures, and controlled substance regulations
Participate in ongoing quality improvement activities
Completes required orientation as directed by the facility
Follows facility and OSHA safety rules and procedures while on assignment
Follows facility and CFG Health Systems Occurrence Protocol
Upholds HIPAA and PREA regulations
Punctual and dependable for assigned/confirmed shifts
Maintains security clearance for the assigned facility

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made upon written request to your supervisor for individuals with disabilities to perform the essential responsibilities functions.

May regularly be required to stand, sit, walk, reach, bend, kneel, crouch, or stretch, for prolonged periods of time.
Ability to communicate and understand written and verbal communication.
The employee must be able to lift and/or move up to 50 pounds.