Office Assistant

Posting Details

Posting Detail Information

Posting Number
S02190

Position Title
Office Assistant

Internal Position Title
Office Assistant

Department
Dental Hygiene

Position Type
Staff

Job Family
Classified

Job Summary

The Office Assistant for the Dental Hygiene clinic is responsible for the operations of the office related functions of the dental hygiene clinic, including patient scheduling, fee collection, responsibility for dental system software, answering the phone, ordering office supplies, mailing and copying. Assists the dental hygiene faculty by scheduling information sessions for prospective students, tabulating data from patient surveys, assisting faculty with course material copying, etc. Assists Dental Hygiene students by keeping them informed of the clinic scheduling, assisting students with the computer program used for scheduling and data entry.

Required Qualification

1. A high school diploma or equivalent.
2. Secretarial experience.
3. Excellent oral and written communication skills, and the ability to manage confidential information.
4. High level of computer skill, word processing, spreadsheets, e-mail, video conferencing (Zoom, Microsoft Teams), scheduling software.

Desired Qualifications

1. Bilingual in English/Spanish
2. Experience in a dental office.

Posting Date
03/30/2023

Closing Date
04/17/2023

Expected Start Date

Special Instructions Summary

Pay Rate
$13.00/hr

Full-Time/Part-Time
Full-Time

Location
Lakeshore

Total Hours per week
40.00

Work Schedule

Monday – Friday, Hours 7:30 a.m. – 4:00 p.m.

Software Testing Required
Excel, MS Word

Interview Process Requirements
None

EEO Statement

The College of Lake County is an equal opportunity employer and has a strong commitment to diversity. In that spirit, it seeks a broad spectrum of candidates including minorities, women and people with disabilities.

Summary of Essential Functions

Department Operations and Procedures 70%
Schedule and confirm patients for the dental hygiene clinic
Serve as principal user of the dental system software, ensuring that upgrades are installed and training is provided as needed
Maintain a fee schedule and collect fees from patients as appropriate
Maintain and copy patient records Maintain office equipment, copier, fax, etc., and requisition service as needed
Inventory office supplies and coordinate with division administrative secretary to order supplies Enter data from patient satisfaction survey and provide patient outcomes assessment data for department chair
Assist in marketing dental hygiene clinic: maintain inventory of literature and program pamphlets. Assist faculty with course material copying
Communicate by phone, e-mail, or in person to the cashier’s office, deposit of clinic fees, ordering office supplies, requisition orders, copy machine repairs, Office of Ed Affairs, room reservations, and shipping/receiving/mailroom for printing orders, copy cards
Communicate with other academic departments and divisions as needed
Compile, analyze and prepare special reports and materials as required
Maintain the required files, records, and databases of the office

Student and Customer Service 20%
Assist students with computer program for patient scheduling and data entry
Assist in student quality assurance program
Coordinate and disseminate mailings: program information requests, advisory committee, new students, current students, etc. as needed for program as directed by program chair and routinely respond to incoming correspondence
Answer phone calls from potential patients
Make outbound phone calls for cancellations and appointment confirmations
Collaborate with local dental offices to assist with student employment

Strategic Planning and Leadership 5%
Serve on Dental Hygiene Advisory Board committee, coordinate and attend all advisory board meetings with community partners

Other 5%
Perform other related duties as assigned

Posting Specific Questions - supplemental questions

Required fields are indicated with an asterisk (*).

1. * Do you have a high school diploma or equivalent?
   • Yes
   • No
2. * Do you have secretarial or office experience?
   • Yes
   • No
3. * Do you have a high level of computer skill, word processing, spreadsheets, e-mail, video conferencing (Zoom, Microsoft Teams), scheduling software?
   • Yes
   • No
4. * Are you bilingual and proficient in Spanish and English?
   • Yes
   • No
5. * Do you have experience in a dental office?
   • Yes
   • No

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Unofficial Transcript 1