Job Details

OHW Assistant

Tualatin Valley Fire and Rescue, Tigard, Oregon

Job - Health

Close Date: 02/17/2019

It's not just about a job, it's about starting a career where you can truly make a difference! Bring your unique perspective and join our compassionate, dedicated team at Tualatin Valley Fire & Rescue as our OHW Assistant!

If you enjoy interacting with customers, are organized with a strong attention to detail, and are looking for a role with independence, diverse responsibilities and tasks, and desire to expand your strengths and learn new skills, we want to meet you!

The OHW Assistant coordinates and performs a wide variety of moderate to advanced administrative support tasks for the District's Occupational Health and Wellness program services (OHW), including support for clinic services, as well as for non-clinical OHW programs. Also, this role performs limited clinical procedures.

The ideal candidate...
• Is able to perform and/or quickly learn the medical testing responsibilities for this role.
• Enjoys and is able to interact with a variety of customers, both internal and external to the District.
• Problem solves and fields complex questions as the first point of contact in the clinic.
• Has exceptional attention to detail, focus and accuracy.
• Is able to manage their time efficiently and effectively.
• Enjoys working in a team environment.

*Consideration of candidates will begin immediately and this recruitment may close without notice when a sufficient number of qualified applicants is received.*



CUSTOMER INTERFACE: Serves as a primary contact person to both internal and external customers, including face-to-face contact, answers difficult or more complex questions relating to various programs and services of OHW, as well as general questions regarding Tualatin Valley Fire & Rescue. Forwards inquiries requiring additional knowledge or expertise to the appropriate individual.

RECORDS: Maintains patient medical records in District's medical records software system, ensuring proper documentation and retention of medical records. Facilitates the efficient transfer of records within OHW as well as between external medical partners to ensure continuity of care. Analyzes patient medical records at intake and transfer for accuracy and completion of documentation.

EQUIPMENT/SUPPLIES: Coordinates all OHW supply inventory and equipment and facility maintenance. Tracks and maintains records of department equipment and supplies, including office supplies, medical supplies, vaccines, and other resources, placing orders as needed to maintain required inventory.

MEDICAL RECEPTION: Performs a variety of on-site clinic administrative tasks around patient scheduling and check in, including maintaining the scheduling system and ensuring efficient flow of patient care. Coordinates the scheduling of other relevant patient testing, scans and outside appointments as directed. Answers patient questions and provides assistance and direction when necessary. Fields clinic phone calls and responds to all general OHW emails.

PROJECT/PROGRAM COORDINATION: Works independently within established parameters on a variety of department-specific projects, programs and small-to-medium scale events. Coordinates projects/programs with other employees or work teams via face-to-face interaction, phone, and electronic communication.

OTHER ADMINISTRATIVE SUPPORT: Maintains information and documentation stored on OHW's intranet platform. Prepares and edits documents, spreadsheets, reports, communications, and presentations from drafted content notes or other parameters. Provides on-site administrative support for meetings, including meeting scheduling, meeting document preparation and distribution, room set-up and technology support, and recording meeting minutes. Makes entries into District's operations automated scheduling system regarding medical surveillance-related overtime hours.

CLINICAL PROCEDURES: Performs limited on-site clinical testing as directed by licensed medical practitioners, including urine analysis, vision screening, blood draw, electrocardiogram, pulmonary function, audiogram, cardiac stress testing, and vitals Prepares examination rooms, and may perform additional medical tasks as requested by licensed medical practitioners.

FINANCIAL: Researches, tracks and maintains records of expenditures under established guidelines using the District's enterprise resource program (ERP). Makes entries into ERP for annual District budget development, requisitions, and work-orders. Establishes coordination of services agreements, and receives and audits invoices from vendors.


• Provides input in the development of policies and procedures relating to the program.
• Provides input in annual budget preparations as requested by the OHW Manager.
• Provides backup coordination of patient care and information transfer related to occupational illnesses and injuries.
• Stays current in field of expertise by participating in conferences, seminars, meetings, and other learning and development events; and by monitoring literature in one's field for trends and changes occurring.
• Must be prepared to report/remain at work during major emergencies, disasters, and some large emergency exercises with little or no notice. Must be able to meet this requirement without substantial delay by taking appropriate steps for individual and family preparedness.
• May receive assignments well outside of job description or normal chain of command during major emergencies, disasters and some emergency exercises.
• Performs other duties as assigned.


• High School graduate. Associate degree or supplemental training in advanced office skills preferred.
• Two years of administrative experience in a medical/clinical work environment.
• Experience working with an electronic medical record system and coordinating patient scheduling preferred.
• Hearing Conservation Certification and NIOSH Spirometry Certification required within six months of hire.
• Knowledge of occupational health and wellness programs preferred.
• Knowledge of Microsoft Office Suite programs, including Outlook, Word, and Excel is required. Knowledge of PowerPoint or Access may be required.
• Within six months of employment, ability to perform venipuncture, specimen collection and preparation, vision screening, electrocardiogram, pulmonary function, audiogram, cardiac stress testing, and vitals in a safe manner.
• Solid knowledge of and ability to operate a personal computer and standard office software applications in addition to any specialized software necessary for the performance of job duties.
• Knowledge and use of proper business English grammar and language rules, proper spelling, and all other knowledge required to produce written documents with a high level of accuracy and professionalism.
• Ability to read and understand, and communicate effectively in English, both orally and in writing.
• Ability to remain calm in emergency situations.
• Understanding of applicable law related to confidential information management practices within the health services sector; experience and responsibility in the medical regulatory or compliance field; knowledge of and experience with HIPAA and other federal and state privacy laws.
• Performance of essential functions requires reporting regularly and on-time to assigned work location.
• Knowledge of office record keeping, report preparation, and computer applications that allow for the effective management of incumbent's assigned office or work location.

Anticipated start date: March 18, 2019

*Consideration of candidates will begin immediately and this recruitment may close without notice when a sufficient number of qualified applicants is received.*

It is the District's policy to provide eligible veterans with preference as required by law. Applicants must provide certification of eligibility for entitlement to the preference (e.g. DD-214). The NEOGOV application facilitates self-identification and attachment of certification documentation.

TVF&R is committed to creating safer communities through prevention, preparedness, and fast and effective emergency response. The core principles of safety and performance, customer service, and professionalism guide how TVF&R accomplishes meeting the needs of our communities. The District is committed to developing and enhancing a diverse workforce that honors and respects our individual and group differences and builds trust in the community we serve.

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