Administrative Assistant

Community Health Center Network in San Leandro, CA

  • Type: Full Time
position filled
POSITION SUMMARY The Administrative Assistant is responsible for providing support to the AHC Management/Operations Team, other management and staff. Duties include but are not limited to: group scheduling, planning and preparing meeting agendas and packets, correspondence, maintaining administrative files, accountability for tracking, filing and distributing all Policies and Procedures generated through Management Team, and maintaining office supply inventory levels. In addition, this role has responsibility for mailings of Member Letters ensuring HIPPA compliance.  The coordination and completion of tasks within a team environment and special projects are an integral part of this position. ESSENTIAL POSITION RESULTS The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks and responsibilities. Employees may perform other duties as assigned. ·         The Administrative Assistant works closely with the AHC Management Team as point person for the coordination of meetings and communication with outside agencies. Meetings include: o   HIV ACCESS o   Policy and Planning o   Eligibility and Enrollment o   AHC Meetings/Trainings ·         Provide administrative assistance and support to AHC management and staff. Support duties include but are not limited to: document preparation, group scheduling, catering requests, meeting preparation, and agenda preparation, recording meeting minutes, maintenance of action item lists, mailings, distributions, travel preparation, miscellaneous clerical duties, and the creation and maintenance of files. ·         Maintain office supply inventory levels and track expenses by department. ·         Provide support to, and act as back up for, Sr. Executive Assistant/Projects Manager for AHC functions. ·         Back up for response to and coordination of the resolution of issues regarding office machines (Xerox, postage meter, faxes, printers, etc.) ·         Back up for ensuring that day-to-day office functions run efficiently including maintaining office supply pars ·         Back up on front desk duties including but not limited to: answering phones, mailings, and greeting guests. ·         Coordination and completion of duties and projects within a team environment with co-admin support staff. ·         Other duties as assigned. SUPERVISORY RESPONSIBILITIES None MINIMUM QUALIFICATIONS Competencies ·         Minimum of two years of experience in clerical support. ·         Minimum two years’ experience working with database, spreadsheet, and word processing software. ·         Respond to situations as they arise with little supervision. ·         Create and work with documentation, correspondence, presentations, and reports using database, spreadsheet, and word processing software. ·         Effectively prioritize multiple projects and manage concurrent deadlines in a fast-paced environment and according to agency’s goals. ·         Committed to customer service. ·         Offer and receive constructive criticism in order to improve. ·         Communicate clearly and work cooperatively with other agency personnel, and diverse social and economic communities. ·         Work from raw content to finished documents or presentations. ·         Make decisions using knowledge of underlying process, rather than reacting to situations. ·         Balanced approach including both attention to detail and keeping the big picture in mind. ·         Ability to drive to clinic sites. ·         Excellent written and verbal communication skills for a diverse population of patients. ·         Detail oriented, good time management and organizational skills, with ability to work independently and limited supervision. ·         Strong computer skills and proficiency in Microsoft Word, Excel and Powerpoint. Essential Requirements ·         Understanding of the managed care industry and healthcare. ·         Understanding of community health centers CERTIFICATES AND/OR LICENSES None

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