Administrative Assistant   

PPDG may have future opportunities for Healthcare and Healthcare Support positions in support of ICE Health Service Corps at the Immigration and Customs Enforcement Medical Facility.

INTRODUCTION:

The ICE Health Services Corps (IHSC) exists within the organizational structure of the United States Immigration and Customs Enforcement (ICE), Enforcement and Removal Operations (ERO) under the supervision of the Department of Homeland Security (DHS). The United States Public Health Service (USPHS) Commissioned Corps Officers, civil service staff and contractors comprise the healthcare professionals working together to provide quality healthcare services. IHSC serves as the medical experts for ICE for detainee health care.

MISSION:

IHSC’s mission is to provide medical care to maintain the health of individuals in the custody of ICE through an integrated health care delivery system, based on nationally recognized correctional, detention and residential health care standards. The Agency is committed to providing healthcare services to protect the nation’s health, reduce global disease and provide medical support for the law enforcement mission of the safe apprehension, enforcement and removal of detained individuals involved in immigration proceedings. IHSC is committed to ensuring a system of care that is ethical, responsible, and accountable through rigorous surveillance and monitoring activities.

ATTRIBUTES AND PROFESSIONAL QUALITIES:

Strong oral and written communication skills.

Excellent interpersonal skills.

Critical thinking skills

Cultural competency.

Integrity and honesty.

Verbal and written proficiency in Spanish (preferred, not required).

Experience in a detention/correctional or residential healthcare setting (preferred, not required).

REQUIRED EDUCATION AND EXPERIENCE:

Degree issuing institution and or program must be accredited by an entity recognized by the U.S.  Department of Education

Associates Degree strongly preferred, however a High School Diploma is minimally acceptable criteria.

Minimum of one year of direct experience with, and high level of proficiency in Microsoft Office programs, specifically Microsoft Word®, Excel, Outlook and SharePoint.

REQUIRED LICENSURE/CERTIFICATION:

Maintains Heartsaver® CPR AED certification through the American Heart Association.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

1. Ability to establish and maintain positive working relationships in a multidisciplinary environment.
2. Ability to communicate proficiently in English (verbal and written) in order to develop positive rapport with patients and co-workers.
3. Ability to work in a multi-cultural and multi-lingual environment and ability to utilize telephonic interpreter/translation services to complete assigned duties if not fluent in a language the patient understands.
4. Ability to manage time effectively, prioritize tasks and communicate clearly with a basic knowledge of medical terminology.
5. Ability to adapt to sudden changes in schedules and flexibility in work requirements.
6. Ability to navigate in an electronic work environment including electronic health records, web based trainings and communications.
7. Knowledge of basic office equipment/technology usage; including telephone, copy machine, scanner, computer, printer and ability to trouble shoot basic office equipment issues.
8. Knowledge of, and high level of proficiency in Microsoft Office programs, specifically Microsoft Word®, Excel, Outlook and SharePoint.
9. Knowledge of regulations (HIPAA/Privacy Act) regarding the confidentiality of patient medical records and information as well as Personally Identifiable Information (PII).

MAJOR DUTIES AND RESPONSIBILITIES:

1. Types a variety of materials in the form of memoranda, meeting minutes, letters, briefing materials and reports.
2. Establishes and maintains office files, databases and creates electronic spreadsheets which may include the management of timesheets, leave requests, contract documents, and invoices.
3. Reviews files to meet current needs and periodically reviews materials for disposition.
4. Maintains confidentiality of medical records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters. Keeps all file systems containing PII secured per IHSC and ICE policy.
5. Arranges for meetings, including making reservations for conference rooms and notifying participants. When necessary, attends meetings and prepares reports of the proceedings.
6. Receives and screens visitors and telephone calls to the medical facility, referring callers to the Health Services Administrator or other clinic staff as appropriate.
7. Personally takes care of many matters and questions including answering substantive questions not requiring research or technical knowledge.
8. Maintains HSA/AHSA calendar and schedules appointments and meetings as directed.
9. Reminds HSA/AHSA of appointments and provided briefs on the matters to be considered before the scheduled meetings.
10. On own initiative, reschedules appointments when it becomes apparent that the HSA/AHSA will not be able to meet previous engagements.
11. Receives and screens all incoming correspondence and directives to keep aware of the activities of the office.
12. Determines those that can be acted upon personally and takes necessary action.
13. When necessary uses initiative to obtain clarification or instructions from originating offices.
14. Controls incoming and outgoing correspondence and action documents, following up to ensure that deadlines are met for responses.
15. Receives requests for information, advising when material can be furnished and prepares it personally or follows up to ensure it is prepared within deadlines.
16. Assembles, compiles, and summarizes information from files and documents in the office or other available sources for use by the supervisor or other staff members.
17. Performs record keeping functions in accordance with program policies and position.
18. Maintains functional proficiency and ease of use utilizing electronic health records as required by, and appropriate to, position.
19. Completes and passes all discipline specific competencies testing, initially and annually.
20. Completes all initial, annual and ad hoc training as required/assigned.
21. Maintains patient confidentiality, and confidentiality of medical records, in compliance with the Privacy Act and HIPAA regulations in all work activities.
22. Adheres to, and participates in, IHSC’s Safety, Prevention, Infection and Control, Quality Improvement, Patient Education and other programs and collateral duties as appropriate to position.
23. Attends and participates in general/medical staff meetings.
24. Maintains awareness of, and adheres to, IHSC Policies, Procedures, Directives, Operational Memoranda and accreditation standards as prescribed by ICE/IHSC.
25. Other duties as assigned.

ON-CALL REQUIREMENTS:

IHSC operates 24/7/365; you may be required to respond during an emergency activation.

On-call availability is not required for this position.

SECURITY REQUIREMENTS:

The Department of Homeland Security’s Personnel Security Unit (PSU) must render a Preliminary Favorable Fitness Determination to be considered a qualified candidate.

A Complete Favorable Fitness Determination must be rendered by PSU upon completion of initial and subsequent background investigations to meet the requirements of this position.

PHYSICAL DEMANDS:

• Required to walk unaided at a normal pace for up to 10 minutes and maintain balance.
• Required to respond to any medical emergency within 4 minutes, where a fast walk or jog may be necessary to provide assistance.
• Required to perform CPR/emergency care standing or kneeling.
• Must have the ability to assist sick, injured or aging detainees or staff exiting the building during an emergency (may require lifting, dragging, wheeling or carrying someone who weighs significantly more than self).
• Must be able to see, hear and smell with or without the use of aides if necessary (exceptions on a case-by-case basis).
• Must easily alternate between kneeling and standing.
• Must be able to lift, push, or carry 30 pounds.

Must perform the duties in a stressful and often austere environment without physical limitations.

Must be capable of standing on hard services (cement floors) for long periods of time.