CITGO Petroleum Corporation

Health Services Coordinator

Requisition #
# of Openings


Relocation Benefits Not Available for this Position


Employer will sponsor visas for position

Job Summary

The Health Services Coordinator will be responsible for all administrative logistic support, and scheduling of the Health Services Clinic. In addition to handling confidential personnel records and financial administrative activities for the Health Services Department, this position must meet daily, weekly and monthly time-sensitive regulatory requirements and support Wellness Committee and HSSE initiatives. The individual will need to be BAT certified or possess a willingness to become BAT certified for the purpose of performing drug testing.


Provide administrative and logistic support in Health Services by organizing of the day to day work flow, updating and maintenance of both electronic and paper medical records, assisting with: 1) planning activities for CITGO health/wellness programs, 2) collecting DOT/Non DOT urine samples, 3) performing alcohol breath testing, 4) managing financial aspects of the position such as ensuring timely payment of invoices through company established policies and procedures and 5) unscheduled daily clinic visits.


Additionally, performs general administrative duties such as reviewing email and managing department systems. 

Minimum Qualifications

High School Diploma or Equivalent

Some College Preferred (but not required)


- 3 years experience as an administrative assistant

- Strong oral, computer, and written communication skills.

- Strong planning and organization skills.

- Ability to meet time sensitive deadlines.

- Ability to work under little direct supervision and to follow established procedures.

- Experience working with highly confidential documents and information.

- Strong interpersonal skills.

- Must have basic computer knowledge including fluent use of MICROSOFT WORD, EXCEL, POWERPOINT and OFFICE.

- Ability to learn and work in data management software including: TRIM, SAP and Electronic Medical Records System.

- Knowledge of billing systems preferred.

- Ability to gain certification pursuant to US DOT requirements for urine drug screen collections and breath alcohol screening

-Certified nurse assistant, medical assistant or EMT preferred (but not required)





Job Duties

  1. Records Management: Sign in clinic visitors and create record in electronic medical record system, Medgate, of clinic visit; as well as, the daily login sheet and medical surveillance data. Responsible for maintenance of medical records to include compiling charts on new hires, transferring charts to other facilities, indexing of medical records, filing and scanning all paperwork accumulated in the medical department, archiving and storage of records through TRIM and setting up and maintaining medical records. Ensure that medical records are maintained in a confidential manner securing classified documents.
  2. Financials: Ensure timely payment of invoices by following processes set forth by accounts payable and charging cost center as appropriate to expedite timely payment of bills. Responsible for creating PO numbers in SAP for bill payments; with the expectation of payment within 30 days of invoice date. The position is responsible for reconciling Pro-card statements at the end of the billing cycle for the clinic expenses.
  3. Logistics/Planning: Facilitate new hires clearance and annual employee regulatory testing by coordinating lab testing/drug testing appointments to meet company requirements. This includes but not limited to: communicating with outside facilities, mailing information/packets to applicants and ensuring confidential retrieval of results to complete health services portion of the hiring process. Assist in coordination and planning of health and wellness events.
  4. Systems: Assist/administer the substance abuse implementation standard. Assure that compliance is maintained with both company and governmental policies. Records maintenance of equipment calibration, random lists and results according to policy. Assist in nursing activity including but not limited to: vital sign collection, documentation in medical records as appropriate, and assisting nurses in medical care.
  5. Administrative Support: Producing correspondence, filing, ordering supplies, opening mail, copying, answer phones, check messages on the health services main line, and inclusive of other duties necessary to ensure adequate flow of the office. Assist employees if appropriate or distribute messages to health professionals. Update calendars in outlook for department, complete expense reports, and schedule phone conferences for nursing staff.
  6. Special Projects: Assist in organizing blood drives health fairs, fitness programs and other departmental activities and other duties assigned.


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