Administrative Assistant

Job Title - Administrative Assistant - 493243

Location - Orange, CA

Duration - 6 Months

Pay-rate - $25-26/HR

Job Summary

Duties & Responsibilities:

·       95% - Administrative Support

o   Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.

o   Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.

o   Supports the Manager PACE Center in monitoring the facility, including maintenance of equipment and facility logs and coordination with Facilities as needed.

o   Provides administrative support for specific and/or ongoing projects such as regulatory audits; generates reports, logs, calendars and mailings as appropriate.

o   Serves as a liaison between PACE leadership and departmental staff; may follow-up on the progress of projects and activities assigned to other staff.

o   Maintains the schedule for in-person interpreters ordered by members of the Interdisciplinary Care Team (ICT) and coordinates participant schedules for center-based services.

o   Completes service delivery in the electronic medical record and collection of center-based encounters.

o   Serves as back-up front desk and main phone line support as needed.

o   Assists with department expenses and budgeting, including processing requisitions for payment.

o   Coordinates travel arrangements in accordance with CalOptima Health’s travel policy.

o   Determines priority of matters of attention for the PACE leaders; redirects matters to staff or handles matters personally, as appropriate.

o   Coordinates work with other administrative staff or plays a key role in the coordination of staff efforts within the department.

o   Maintains an inventory of supplies, including monitoring the needs and ordering as necessary.

o   Prepares meeting materials, completes set-up, performs minute taking, etc. as designated by PACE leadership.

o   Handles incoming and outgoing correspondence per administrative policy.

o   Maintains confidential and sensitive information and files regarding management projects and policies ensuring appropriate follow-up. 

·       5% - Completes other projects and duties as assigned 

Minimum Qualifications:

·       High School diploma or equivalent PLUS 1 year of experience as an administrative assistant required; an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also qualifying.

·       CPR and First-Aid Certification required or must be obtained within six (6) months of date of hire.

Preferred Qualifications:

·       Associate degree.

·       2 years of experience as an administrative assistant.

·       1 year of health care experience.

·       Bilingual in English and in one of CalOptima Health's defined threshold languages (Arabic, Farsi, Chinese, Korean, Spanish, Vietnamese).

Required Licensure / Certifications:

·       n/a

Knowledge & Abilities:

·       Develop rapport and establish and maintain effective working relationships with CalOptima Health's leadership and staff and external contacts at all levels and with diverse backgrounds.  

·       Work independently and exercise sound judgment.

·       Communicate clearly and concisely, both orally and in writing.

·       Work a flexible schedule; available to participate in evening and weekend events.

·       Organize, be analytical, problem-solve and possess project management skills.

·       Work in a fast-paced environment and in an efficient manner.

·       Manage multiple projects and identify opportunities for internal and external collaboration.

·       Motivate and lead multi-program teams and external committees/coalitions.

·       Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job specific applications/systems to produce correspondence, charts, spreadsheets, and/or other information applicable to the position assignment.

Physical Requirements (With or Without Accommodations):

·       Ability to visually read information from computer screens, forms and other printed materials and information.

·       Ability to speak (enunciate) clearly in conversation and general communication.

·       Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.

·       Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.

·       Lifting and moving objects, patients and/or equipment 26 to 50 pounds