Operations Assistant

JOB TITLE: OPERATIONS ASSISTANT

EMPLOYER: KIM TANG MD INC

DEPARTMENT: OPERATIONS

REPORTS TO: OPERATIONS MANAGER

EFFECTIVE DATE: 07/31/2026

SUMMARY: Under direct supervision of the operations manager, the operations assistant will

perform duties specific to this office, overseeing day-to-day activities, managing and organizing

patient health record requests, and counting current product inventory.

DUTIES AND RESPONSIBILITIES:

• Issues medical files to persons and agencies according to laws and regulations.

• Retrieves files and/or specific materials upon request and with proper authorization.

• Ensures that all medical records are protected and kept confidential

• Accurately controls and tracks physical inventory.

• Receives online retail orders and prepares order shipments

• Maintains status of orders through entire process

• Receives and routes digital files to appropriate personnel

• Processes outgoing mail

• Completes clerical duties, including answering product order and medical record phones,

and responding to emails, and written and electronic tasks.

• Performs other related duties as assigned by management.

SUPERVISORY RESPONSIBILITIES:

• This job has no supervisory responsibilities.

QUALIFICATIONS:

• High school diploma or general education degree (GED), or one to three months related

experience and/or training, or equivalent combination of education and experience.

• Familiarity with Microsoft Office Suite

• Strong attention to detail with excellent organizational skills.

• Outstanding communication and interpersonal abilities.

• Knowledge of HIPAA requirements.

COMPETENCIES:

• Diversity - Shows respect and sensitivity for cultural differences; Promotes a harassmentfree

   environment

• Ethics - Treats people with respect; Works with integrity and ethically

• Attendance/Punctuality - Is consistently at work and on time; Ensures work

  responsibilities are covered when absent; Arrives at meetings and appointments on time.

• Customer Service - Responds promptly to customer needs; Solicits customer feedback

  to improve service; Responds to requests for service and assistance; Meets commitments.

• Dependability – Follows instructions, responds to management direction; Takes

  responsibility for own actions; Keeps commitments; Completes tasks on time or notifies

  appropriate person with an alternate plan.

• Initiative – Volunteers readily; Takes independent actions and calculated risks; Looks

  for and takes advantage of opportunities; Asks for and offers help when needed.

• Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains

  confidentiality; Listens to others without interrupting; Keeps emotions under control;

  Remains open to others’ ideas and tries new things.

• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.

• Problem Solving – Identifies and resolves problems in a timely manner; Works well in

  group problem solving situations; Uses reason even when dealing with emotional topics.

• Professionalism – Approaches others in a tactful manner; Reacts well under pressure;

  Treats others with respect and consideration regardless of their status or position; Accepts

  responsibility for own actions; Follows through on commitments.

• Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and

  promote quality; Applies to improve performance; Monitors own work to ensure quality.

• Oral Communication - Speaks clearly and persuasively in positive or negative situations;

  Listens and gets clarification; Responds well to questions; Participates in meetings.

• Safety and Security - Observes safety and security procedures; Determines appropriate

  action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and

  materials properly.

• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and

  openness to others’ views; Gives and welcomes feedback.

• Written Communication - Writes clearly and informatively; Edits work for spelling and

  grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to

  read and interpret written information. Exceptional technical writing skills.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally required to stand

• Occasionally required to walk

• Frequently required to sit

• Frequently required to utilize hand and finger dexterity

• Occasionally required to climb, balance, bend, or stoop.

• Occasionally required to stand on a footstool or ladder to reach product on upper shelves.

• Continually required to talk or hear

• The employee must occasionally lift and /or move more than 10-20 pounds

• Items heavier than 10-20 pounds are occasionally moved with the assistance of a

  coworker