Administrative Assistant (Part Time M-F 8AM - 1 PM)

Job Description

Job Description

Job Title: Administrative Assistant

Department: Administration

Reports To: Executive Assistant (C-Suite)

FLSA Status: Non-Exempt

Wage Range that the Company Expects to Pay: $23.00 – 27.96 per hour

SUMMARY

Under the direct supervision of the C-Suite Executive Assistant, the Administrative Assistant provides secretarial support to the Executive Assistant of the C-Suite. The Administrative Assistant will occasionally provide limited support to other staff as needed. The Administrative Assistant will be responsible for facilities and vehicles of CHC.

It is the primary purpose of CHC is to provide the highest quality of total care possible to the patient population it serves. Such a level of quality depends ultimately on the staff's desire and ability to work together, individually, and as a team. The employee is expected to be professional, punctual, maintain regular attendance, cooperative, motivated, and organized at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Additional duties may be assigned with or without prior notice.

Answers and transfers phone calls, screening when necessary.

Welcomes and guides visitors to the appropriate location.

Maintains all conference rooms at headquarters and ensures each room is appropriately stocked and set up for meetings via phone or video conferencing.

Coordinates breakfast and lunches for group meetings, which can involve pick-up, set-up, and clean-up.

Assists with outside and internal events which may require assistance after normal business hours.

Maintains the company’s vehicle carpool calendar.

Maintains filing systems as assigned in an organized manner.

Takes minutes and transcribes notes on computer, or transcribes from voice recordings of meetings as needed.

Provides front desk coverage, including a multi-line phone system and greets visitors entering the building, as needed.

Orders and obtains repairs/maintenance for headquarters as needed.

Promotes positive communication with all internal/external customers.

Demonstrates adherence to and observes all safety policies and procedures, inclusive of infection control rules and regulations.

Maintains and adheres to HIPAA, employee confidentiality, and privileged communications (patient, employee, and corporation).

Perform other duties assigned by the C-Suite Executive Assistant.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE.

High School Diploma or GED equivalent. Previous administrative support experience preferred.

LANGUAGE SKILLS

Ability to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, policy and procedure manuals. Ability to respond effectively to the most sensitive inquires or complaints. Ability to write routine reports and correspondence. Ability to speak effectively before groups of patients or employees of organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply sound judgment in understanding to carry out instructions in written or oral form. Ability to make appropriate job decisions following standard office policies and past precedents.

COMPUTER SKILLS

Experience with word processing, spreadsheets, email, and keyboarding required. Microsoft Office and Google Suite skills required.

CERTIFICATES, LICENSES, REGISTRATIONS

Possession of current, valid, unrestricted California Driver's License (Class C) required.

OTHER REQUIREMENTS

Required to pass a criminal history background check and drug screen upon hire. Annual health examination; annual Tuberculosis skin test clearance or chest x-ray; proof of immunity to MMR, Varicella, and Hepatitis B; proof of Tdap vaccine; during current flu season, must provide proof of influenza vaccine or a signed declination form. If declined, a flu mask is mandatory during flu season. Health screening requirements are subject to change based on CDC recommendations and federal, state, and/or local public health ordinances.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee occasionally is required to sit. The employee is frequently required to stand and walk. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is moderate (i.e. office setting with computers, phones, and printers). Must be able to work in a fast-paced environment.

Must be willing to have a flexible work schedule that may include evenings/weekends, and travel as needed. Must have reliable transportation.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.