Administrative Assistant

Job Description

Job Description

Job Description:

The Arizona Department of Health Services – Bureau of Immunization Services is seeking an Immunization Records Administrative Assistant. This position is a customer-facing role. As a customer-facing Immunization Records Administrative Assistant, the candidate will serve as the primary contact for managing, processing and issuing immunization records to individuals and agencies in compliance with state regulations and legal standards. Accurately search, update, and retrieve patient data within the Arizona State Immunization Information System (ASIIS registry). Manage high-volume requests (email, fax, mail, phone), answer phones, and process and distribute incoming mail, packages, and deliveries to the appropriate recipients. The ideal candidate possesses excellent communication skills, empathy, patience, and strong problem-solving abilities. Once trained, the candidate will work independently and handle complex inquiries professionally and manage administrative tasks efficiently.

Tentative start date will be dependent upon onboarding completed, and the state agency issuing a PO.

Local Only Candidates - Resumes must specify the current location of the candidate, all those who do not state current location will not be considered. - AS A REMINDER - Candidates must be local at time of submission, and available for in person interviews within 1 week of the posting close date. Candidates must also be able to start within 2 weeks of an offer being made.

R2R and Cover Letter required with submission.

Key Responsibilities:

• Act as the first point of contact, providing empathetic and patient service to individuals requesting records via phone, email, or in person.
• Search, update, and retrieve patient data within the ASIIS registry to ensure accurate, up-to-date records.
• Review, verify, and issue immunization records to patients and agencies, ensuring strict adherence to Arizona regulations and privacy standards.
• Manage a high-volume of requests efficiently (mail, fax, email) and work independently to handle complex inquiries following initial training.
• Manage the end-to-end receipt, sorting, and delivery of all incoming mail and packages to intended recipients.

Qualifications/Skills:

• Experience in administrative support, preferably in a healthcare or public health setting.
• Proficiency in managing confidential records with high accuracy.
• Strong communication skills (verbal and written), with demonstrated empathy to understand customer needs, patience to handle difficult situations, and active problem- solving abilities.
• Ability to work independently and manage high-volume requests efficiently.
• Outstanding written and verbal communication skills with a polished, professional phone and email etiquette.
• Highly organized, proactive multitasker with the ability to prioritize tasks and time-management skills.
• Strong attention to detail in documentation and office procedures and proficiency in managing office
• equipment.
• Proactive, critical thinker with a positive attitude and the ability to resolve issues quickly and efficiently.
• Proficiency in MS Office (Word, Excel) and Google Workspace, with a focus on email management.
• Familiarity with Adobe Acrobat for creating, organizing, combining, and saving PDF documents.
• Experience with the Arizona State Immunization Information System (ASIIS) is a plus.
• Proven customer service experience with a polished and professional demeanor.

Required Skills

• 1 year in administrative support, preferably in a healthcare or public health setting.
• Proficiency in MS Office (Word, Excel) and Google Workspace, with a focus on email management.