Administrative Assistant

Santa Clara Family Health Plan - San Jose, CA3.9

Full-time$23 - $33 an hour
FLSA Status: Non-Exempt

Department: Administration

Reports To: Manager, Administrative Services

Salary: $22.90 - $33.21

Employee Unit: Employees in this classification are represented by Service Employees International Union (SEIU) Local No. 521

Under the supervision of the Administrative Services Manager, the Administrative Assistant performs a wide range of administrative functions in support of the management team to facilitate the efficient operations of the organization. The Administrative Assistant works collaboratively with departmental staff to manage office duties and support the management team in the accomplishment of their duties.

To perform this job successfully, an individual must be able to perform each essential duty listed below satisfactorily.

Manage calendars; schedule and coordinate reoccurring and ad hoc meetings, standing committee meetings, and conference calls.
Draft and respond to email messages and forward as appropriate.
Draft and edit correspondence, reports, presentations. Prepare written responses to routine inquiries.
Prepare and post materials for meetings and committees consistent with the Brown Act. Take meeting minutes appropriate for public distribution.
Maintain electronic and hard copy filing systems.
Collect, organize and prepare invoices for approval and manage the submission process to Accounts Payable.
Coordinate travel arrangements. Manage receipts and supporting documentation. Prepare expense reports.
Coordinate business-related meals and hospitality.
Perform general research; gather, interpret and summarize relevant business and healthcare information.
Perform general office functions, including photocopying and faxing. Open, sort, prioritize and distribute incoming and outgoing mail.
Cover front desk reception duties. Answer incoming and internal telephone lines, screen calls and transfer callers to the appropriate individuals. Receive and direct visitors.
Respond to requests for information.
Perform other related duties as required or assigned.

REQUIREMENTS – Required (R) Desired (D)
The requirements listed below are representative of the knowledge, skill and/or ability required or desired.

Associate’s Degree in Healthcare, Business, or related field, or equivalent experience, training or coursework. (R)
Minimum three years of experience performing administrative support in an office environment. (R)
Experience working in a healthcare setting. (D)
Excellent communication skills including the ability to express oneself clearly and concisely when providing service to SCFHP internal departments, members, providers and outside entities over the telephone, in person or in writing. (R)
Working knowledge of the fundamental principles of writing and grammar, including correct spelling, proper word usage, and punctuation. (R)
Ability to produce organized, accurate, detail oriented work. (R)
Ability to maintain accurate records, files and documentation. (R)
Ability to think and work effectively under pressure and accurately prioritize and complete tasks within established timeframes. (R)
Proficient in adapting to changing situations and efficiently alternating focus between telephone and non-telephone tasks to support department operations as dictated by business needs. (R)
Ability to assume responsibility and exercise good judgment when making decisions within the scope of the position. (R)
Ability to work independently and as part of a team. (R)
Ability to read and follow instructions. (R)
Working knowledge of and proficiency in the operation of general office equipment, including multi-line reception console. (R)
Working knowledge of, and the ability to efficiently operate, all applicable computer software including computer applications such as Outlook, Word, Excel, Adobe and PowerPoint. (R )
Ability to use a keyboard with moderate speed and a high level of accuracy. (R)
Ability to maintain confidentiality. (R)
Ability to comply with all SCFHP policies and procedures. (R)
Ability to perform the job safely and with respect to others, to property and to individual safety. (R)

Generally, duties are primarily performed in an office environment while sitting or standing at a desk. Incumbents are subject to frequent contact with and interruptions by co-workers, supervisors, and plan members or providers in person, by telephone, and by work-related electronic communications.

Incumbents must be able to perform the essential functions of this job, with or without reasonable accommodation:

Mobility Requirements: regular bending at the waist, and reaching overhead, above the shoulders and horizontally, to retrieve and store files and supplies and sit or stand for extended periods of time; (R)
Lifting Requirements: regularly lift and carry files, notebooks, and office supplies that may weigh up to 5 pounds; (R)
Visual Requirements: ability to read information in printed materials and on a computer screen; perform close-up work; clarity of vision is required at 20 inches or less; (R)
Dexterity Requirements: regular use of hands, wrists, and finger movements; ability to perform repetitive motion (keyboard); writing (note-taking); ability to operate a computer keyboard and other office equipment (R)
Hearing/Talking Requirements: ability to hear normal speech, hear and talk to exchange information in person and on telephone; (R)
Reasoning Requirements: ability to think and work effectively under pressure; ability to effectively serve customers; decision making, maintain a concentrated level of attention to information communicated in person and by telephone throughout a typical workday; attention to detail. (R)