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Office Assistant

Posted on Sep 28, 2021 by Legacy Health

Portland, OR 97209
Admin & Secretarial
Immediate Start
Annual Salary

Office Assistant


Job ID: 21-19264
Type: Regular Full-Time
NE Davis Building


The Legacy mission is about making lives better for others. Every member of our team - from clinical to clerical team - embodies that mission. If you believe that your clerical and communication skills can be a vital component of the Legacy mission, you may be perfect for our team.

This role provides complex and diversified clerical and office support that requires advanced administrative skills and knowledge. Duties will vary depending on working environment (clinical vs. nonclinical). Responsibilities may include typing, transcription, file management, scheduling procedures and/or meetings, physician billing, ordering supplies and operation of office equipment. Work is generally performed independently requiring judgment and problem-solving skills under limited supervision. May assist with orientation of new personnel. May register patients in absence of or as backup to Admitting. May act as a resource person for employees regarding staffing and payroll issues.



Report generation, file management, operation of office equipment.

Produces, organizes and distributes correspondence and reports according to department and operating unit needs.

Types/processes and transcribes routine and complex reports, forms, and correspondence, including the use of technical and medical terminology when necessary, from notes or dictation.

Composes routine correspondence and reports under general department guidelines.

Edits documents for grammar, punctuation, etc. Responsible for file management. Maintains department records, files and logs in a complete, current and accessible manner. Respond to requests for records and locates previous medical records as needed.

Files, retrieves, reviews, responds to and distributes documents and/or correspondence that may be complex and time-sensitive.

Operates standard office equipment such as personal computer, facsimile, copier, postage machine and multi-line telephone.

Operates both standard and highly specialized personal computer software such as desktop publishing, specialized graphics, spreadsheet, calendar and project management software.


May assist with ordering, L-timekeeping, billing and data collection as appropriate.

May be assigned to analyze departmental data usually from a single source using routine data gathering and analytical procedures.

May perform medical transcription.

May order supplies for department.

May monitor and audit department budget.

May prepare monthly billing and input patient charges into the system.

May reconcile daily books.

May participate in department CQI activities, data collection and typing of reports as requested.

May serve as L-time timekeeper. Handles any problems with staff paychecks by contacting the appropriate party (Payroll, Human Resources, etc.). Works with confidential information.


Coordinates workflow for the department. May include independently scheduling meetings and/or procedures.

Creates schedule types and work patterns as needed. Loads varying data into system about personnel, budget and staff coverage.

Coordinates the workflow of clerical support personnel.

Coordinates department activities within the limited scope of the position.

Organizes and schedules meetings within the department or with other medical staff and contracted vendors or between physicians and other departments.

Reports, files, logs and schedules information accurately and completely.

May be responsible to maintain calendars, make appointments and meeting arrangements for departmental staff or manager.

May make routine travel arrangements for departmental professional staff and manager.

Attends and reports on meetings in the functional work area.

Recommends department procedures and any changes to management.

Works with other departments as needed, and notifies appropriate parties of their assigned cases, changes in their schedules, etc.

Enters into the computer system any pertinent information needed for the procedure. Independently enters data as needed; may include daily patient/procedure data.


Technical, management and/or physician support is provided skillfully to maintain efficient and reliable workflow.

Maintains knowledge of department procedures.

Facilitates communication between department members and with other customers to help meet management's objectives.

Independently initiates required reports. Maintains confidentiality.

Anticipates the need to enhance skills and develops innovative responses to changes in the working environment.

Takes the initiative to maintain and improve job skills.

Performs all assigned duties accurately and effectively.


Organizes and prioritizes daily workload and manages time to maximize efficiency.

Anticipates critical workload times and high volume periods.

Organizes time to deal with peak volume periods efficiently.

Handles multiple tasks simultaneously in a confident and proficient manner.


Maintain the respect and confidence of others, including physicians, customers, patients and coworkers, by exhibiting professional appearance, proper conduct, punctual attendance, dependability and a positive attitude.



High school diploma or equivalent.


Three years in an administrative support role requiring judgment and performance of a wide range of secretarial and/or administrative functions. Knowledge of Microsoft Office Products including Word, Excel and Outlook required. Hospital or healthcare experience preferred.


Keyboard skills and ability to navigate electronic systems applicable to job functions.

Budget skills and the ability to organize and work independently.

May require ability to transcribe reports, forms, and correspondence, including the use of technical and medical terminology, from longhand or dictation.

Ability to compose routine correspondence and reports.

Ability to edit documents for grammar, punctuation, etc.

Knowledge of departmental policies and procedures.

Time management and organizational skills.

Ability to withstand varying job pressures and effectively prioritize related tasks. Demonstrated interpersonal and effective communication skills that promote cooperation and teamwork.

Ability to work with credibility and effectiveness with medical and administrative staff. Knowledge of payroll and personnel policies and procedures.

Ability to work in a fast-paced environment.

Ability to work with confidential information.

May require demonstrated sixty words per minute keyboarding skill.


Follows guidelines set forth in Legacy's Values in Action

Equal Opportunity Employer/Vet/Disabled


Reference: 1337947975

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