CNS Office Manager

The Macon County Health Department is seeking an organized, dependable, and detail-oriented CNS Office Manager to provide high-level administrative and clerical support to our Clinical Nursing Services Division. This role is central to the daily operations of CNS, supporting vaccine inventory and compliance, records and data management, procurement, billing activities, reporting, and excellent customer service.

About MCHD
The Macon County Health Department is a Certified Local Health Department providing clinical, social, and preventive health services to individuals and families throughout Macon County.
Our Mission: To promote the health and healthy practices of all residents of Macon County.
Our Vision: To lead Macon County to be one of the healthiest counties in Illinois.

What You'll Do

• Performs high-level administrative and clerical support for the Clinical Nursing Services (CNS) Division, including filing, data entry, records maintenance, copying, forms management, mail distribution, billing support, and other duties as assigned by the Director or Assistant Director of CNS.
• Provides clerical support to CNS staff and assists with the daily operations and services of the Clinical Nursing Services Division.
• Serves as the inventory specialist for the Vaccines for Children (VFC) Program and Private Pay vaccine inventory. Conducts weekly or as-requested vaccine ordering, inventory, accountability, and reconciliation.
• Receives and verifies vaccine shipments, ensures proper storage in vaccine refrigerators, maintains inventory records, and immediately notifies the Director or Assistant Director of CNS of vaccine deliveries or discrepancies.
• Oversees completion of vaccine temperature/data logger readings twice daily and ensures required data is accurately entered into I-CARE in accordance with VFC Program requirements.
• Serves as procurement officer for the CNS Division by ordering supplies, equipment, forms, and other necessary materials and submitting appropriate documentation to Administration/CFO for payment.
• Completes required reports, including accurate monthly immunization totals, and provides information to the Director and Assistant Director of CNS by established deadlines.
• Performs data entry and maintains accurate health and immunization records in I-CARE and the Electronic Health Record (EHR), including entering information from immunization clinics and retrieving data as needed.
• Processes medical record requests and assists with the maintenance, organization, and confidentiality of patient records in accordance with HIPAA and applicable policies.
• Assists the Billing Specialist with billing-related duties and performs cashier responsibilities as needed including weekly deposits, receiving and generating statements from Billing Specialist and posting to EHR.
• Provides professional customer service by answering CNS and general MCHD telephone calls, responding to general questions, taking messages, providing information and referrals, and directing medical questions to the appropriate nursing staff.
• Assists CNS nurses with immunization follow-up and performs outreach activities as directed.
• Performs other duties and special projects as assigned by the Director or Assistant Director of Clinical Nursing Services.

What We're Looking For

• Associate Degree; four (4) years of related experience preferred.
• Strong clerical, organizational, oral, and written communication skills.
• Experience with fiscal operations and computer programs, including Microsoft and electronic medical record (EMR) systems.
• Knowledge of general office procedures and equipment.
• Ability to handle customer calls and public relations concerns effectively.
• Ability to maintain strict confidentiality at all times.

Additional Requirements

• Ability to work flexible hours as needed, including evenings and/or weekends.
• Ability to work with diverse community groups.
• Dependable vehicle available for use during work hours, a valid Illinois Driver’s License, and appropriate automobile insurance.
• Physical ability to meet the demands of the job, including bending, squatting, and lifting up to 25 pounds.
• Required to pass Alcohol/Drug Screen, Criminal Background Check, and Motor Vehicle Record Check.
• Must comply with MCHD confidentiality, HIPAA, mandated reporter, personnel, and emergency-response requirements.

Compensation
$19.29 per hour
Full-time | 35 hours per week | Non-exempt

Why Join MCHD?
MCHD offers a comprehensive benefits package designed to support our employees both professionally and personally, including:

• 35-hour full-time work week
• 12–14 paid holidays each year
• Paid time off
• IMRF retirement benefits with employer contribution
• Health insurance
• Dental insurance
• Vision insurance
• Employee Assistance Program (EAP)
• Employee discounts
• Paid parental leave

You’ll also have the opportunity to work alongside public health professionals committed to serving and strengthening the Macon County community.

Ready to Join Our Team?
Interested candidates may obtain an employment application through the Macon County Health Department website or at the MCHD Front Desk, 1221 E. Condit Street, Decatur, Illinois. Completed applications and resumes may be submitted to HR@maconchd.org.