POSITION: ADMINISTRATIVE ASSISTANT II
DEPARTMENT: WELLNESS PROGRAM
RATE: $20-24 hr.
STATUS: FULL-TIME, HOURLY/NON-EXEMPT
Basic Function:
Under the direction of an assigned supervisor Administrative Assistant II performs above-average support for management and staff through a variety of tasks related to organization, processes, and communication for multiple programs.
Distinguished Characteristics:
The Administrative Assistant classification is the entry level classification in the Administrative Assistant Series. Incumbent performs routine clerical duties and provides general assistance in an assigned office. The Administrative Assistant II classification is the experienced-level classification in the Administrative Assistant series. Incumbent performs clerical duties of above-average difficulty, maintains records, and develops processes as it pertains to an assigned office. The Administrative Assistant III classification is the advanced-level classification in the series. Incumbents perform complex and varied clerical and statistical record keeping duties which require substantial knowledge of the agency’s procedures.
Position Summary:
The Administrative Assistant II functions as the support for the multiple programs in meeting clerical and customer service needs. Administrative Assistant II must be familiar with goals and objectives of multiple programs and be knowledgeable about processes needed for their success. The Administrative Assistant II is responsible for confidential and time sensitive material and for ensuring that duties are completed accurately, timely and delivered with the highest quality possible. The Administrative Assistant II is also responsible for reviewing rules, laws, regulations and department wide policies and procedures and provides reports to the program supervisor and others regarding the impact to the programs; recommends changes to processes as necessary to implement new changes.
Essential Duties and Responsibilities:
1) Maintains confidentiality of all services and clients served by multiple programs as it pertains to HIPAA and Confidentiality Guidelines.
2) Provides administrative and clerical support for multiple programs and staff: copying, faxing, scanning, data inputting, creating files, and other clerical duties, as assigned.
3) Greets clients and visitors and responds to general inquiries about services offered and ensures that offices and workroom areas are always clean, sanitized and presentable.
4) Registers new clients and updates existing client information, including the collection of all eligibility documents; runs Medi-Cal and checks for active status; informing materials and signatures on required forms, as needed.
5) Monitors provider schedules, ensures follow-up, makes retention calls and ensures the availability of appointments in case of crisis or urgent walk-ins.
6) Ensures electronic health record data and information is entered and updated as required.
7) Completes and mails out required letters/notices to clients.
8) Completes required logs in the electronic health record, timely and accurately, as needed.
9) Completes monthly program reports, analyzes data and makes recommendations for process improvement.
10) Enters and ensures the accuracy of all services provided in the Client Management System by analyzing reports and making changes as necessary.
11) Prepares a variety of complex reports in support of the program’s activities; consolidate data from different sources and ensures accuracy of data presented.
12) Assist in creating agendas, gathering required documents, and taking meeting minutes.
13) Orders office supplies and maintains inventory for programs, as needed.
14) Requests for petty cash and issues cash as needed by clients for transportation purposes.
15) Develops written policies and procedures for clerical duties assigned.
16) Coordinates transportation for clients’ appointments.
17) Performs other office duties or other responsibilities as needed and assigned.
Knowledge, Skills, and Abilities:
1) Must demonstrate superior customer service and people skills, being able to respond to the immediate needs of clients or supervisors.
2) Must have effective oral and written communication skills and be able to effectively reach diverse populations and entities.
3) Demonstrate the ability to work independently in carrying out assignments while remaining reliable and dependable.
4) Demonstrated proficiency with Microsoft Office 365 applications, including Word, Excel, Outlook, PowerPoint, Teams, OneDrive, and SharePoint.
5) Must demonstrate the ability to maintain accurate records and prepare clear and accurate reports for informational, auditing, and operational use, including capacities for attention to detail and for reviewing and verifying accuracy of data.
6) Must demonstrate the capacity to develop process and procedures as it pertains to duties assigned.
7) Demonstrate the competency and integrity to maintain the confidentiality of the organization, co-workers, and client records.
Requirements:
1) Proficient in the English and Spanish languages with the capacity to translate/interpret from one language to the other.
2) Must pass pre-employment drug & alcohol test, pre-employment physical, and background test.
3) Possess a valid California driver’s license, provide proof of vehicle insurance and be insurable with the WomanHaven insurance carrier, as appropriate
4) Must be able to multitask, maintain a professional appearance and attitude.
5) Possess the ability to handle difficult clients and situations.
The successful candidate must meet one of the following minimum qualifications:
1. Bachelor's degree from an accredited college or university and two (2) years of progressively responsible clerical or administrative support experience.
2. Associate's degree from an accredited college or university and four (4) years of progressively responsible clerical or administrative support experience.
3. High school diploma or GED and six (6) years of progressively responsible clerical or administrative support experience.
Physical Work Environment: The description provided here is representative of those conditions under which Administrative Assistant II will be required to perform the essential functions of this position. In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this position, the Administrative Assistant II is situated in a standard office environment within the Wellness Program, where there is little or no exposure to variations in the weather or other similar elements, however, the Administrative Assistant II will be required to move about the main center to meet with supervisors, clients, and co-workers. Consequently, Administrative Assistant II must:
1) Possess the mobility to work in a standard office setting (i.e. walk, stand, or sit for extended periods of time).
2) Possess the ability to use standard office equipment to write, type, copy, fax, or perform other duties.
3) Possess the strength to lift and carry supplies weighing up to 10 lbs repeatedly and up to 30 lbs. intermittently.
4) Possess the visual acuity to read printed materials and a computer screen.
5) Demonstrate hearing and speech capabilities that allow him/her to communicate in person and over the telephone as required.
Pay: $20.00 - $24.00 per hour
Work Location: In person
