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Job Information

Montana State University Administrative Associate III *UPDATED SALARY* in Bozeman, Montana

Position Details

Announcement Number STAFF - VA - 21176

For questions regarding this position, please contact:

Robin Kuntzelman at 406-994-3199 or

Classification Title Admin Assoc III

Working Title Administrative Associate III UPDATED SALARY

Brief Position Overview

Front office position in University Health Partners Medical Services. This position supports the functions of appointment scheduling, maintaining the electronic medical record, immunization compliance, cashiering, and customer service.

Position Number 4N0808, 4N1166

Department UHP Medical Services

Division Division of Student Success

Appointment Type Classified

Contract Term Fiscal Year


If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation FOCUS-MFPE

FTE 1.0

Benefits Eligible Eligible

Salary $17.82 to $22.275 per hour, commensurate with experience, education and qualifications. Rate of pay will be determined by the staff compensation plan. For questions contact

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

General Statement

Support the functions of appointment scheduling, electronic medical record management, immunization compliance, cashiering, customer service.

Duties and Responsibilities

  • Follow front office policies and procedures regarding medical records, patient scheduling, maintaining the computerized appointment system, cashier duties, and other related responsibilities as required.

  • Facilitate communication between patients and clinical staff.

  • Protects patients’ rights by maintaining confidentiality of the medical record.

  • Ensure compliance with University policies and state laws regarding immunization requirements.

  • Follows the AAAHC (Accreditation Association for Ambulatory Health Care) guidelines when maintaining a clinical chart.

  • Schedule in-clinic medical procedures.

  • Distribution of faxes, emails and messages

  • Verify eligibility.

  • Answer multi-line phone

  • Obtain authorizations as needed.

  • Triage patients. Assess level of importance.

    Required Qualifications – Experience, Education, Knowledge & Skills

  • High school graduation or G.E.D. equivalency; plus one year of full time (or part-time equivalent) entry to mid-level administrative support and/or clerical experience which includes receptionist, scheduling, and record keeping duties or an equivalent combination of relevant education and experience.

  • Demonstrated experience organizing and prioritizing multiple work loads, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional approach.

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Knowledge of medical ethics regarding confidentiality and legal protocols.

  • Experience working in a medical office.

  • Experience working with electronic medical records.

  • Collecting payment in the form of cash, check, CatCard, credit/debit card and billing to student account.

  • Manage daily balancing and reconciling.

  • Issue walkout statements with a medical diagnosis code for insurance reimbursement

  • Ensure charges are accurate

  • Prepares daily bank deposit

  • Discuss medical insurance with patient when necessary

  • Receives and balances payment for the MSU Insight program.

  • Assists patients with questions about bills and receipts.

  • Identify and resolve minor patient billing complaints.

    The Successful Candidate Will

  • The ability to learn large amounts of information and then apply it to maintaining electronic medical and immunization records.

  • The ability to develop a working knowledge of the Health Service’s organization and services, the basic rules governing visitors and patient treatments, and standard procedures, medical records, and medical terminology of the unit.

  • Consistently exercise initiative and good judgment.

  • Effectively operate work-related equipment.

  • Communicate effectively with employees and the public both in person and over the phone.

  • Establish and maintain effective working relations with co-workers and the public in a team-oriented environment.

  • Maintain and communicate confidential and sensitive information tactfully and professionally.

  • Perform detailed work with a high a level of accuracy.

    Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties? No

Number of Vacancies 2

Desired Start Date Upon successful completion of a search.

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on July 14, 2021; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples ( .

Montana State University is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of an individual’s race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran’s status, sex, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. To request an accommodation, contact the Human Resources Office, PO Box 172520, Montana State University, Bozeman MT 59717-2520; 406-994-3651; .

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile.

MSU ’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: ( .