What are the responsibilities and job description for the Administrative Services Assistant position at Natividad Medical Center?
Position Description
Priority Screening Date: January 13, 2025 23:59. Applications will be reviewed as needed until the position is filled. Please allow 2 weeks for processing of all application materials. The eligible list established from this recruitment may also be used to fill future temporary and permanent positions as vacancies arise. Exam #25/14C70/01SS.
POSITION DESCRIPTION
Natividad is currently seeking to fill one (1) full time permanent Administrative Services Assistant in the Administration Department. Under direction, supports higher level administrative staff in more complex functions, including but not limited to, budget and fiscal administration, health and safety coordination/facilitation, provision/management of facilities and equipment, vendor relations, records management, and the supervision of staff related to these functions
Examples of Duties
SIGNIFICANT RESPONSIBILITIES OF THIS POSITION
- Supervises or performs analysis of needs, arranges and coordinates the provision of equipment, office space, supplies and/or other resources for multiple hospital departments, projects and programs
- Evaluates and recommends vendors, contractors and/or consultants, and manages and oversees contract initiations, performance and invoice processing
- Performs or assists hospital administrators with budget planning, preparation and justification as directed; may perform or coordinate revenue forecasting requests with Decision Support and Accounting departments; development and administration of systems for fiscal control, monitoring and reporting; service fee analysis and recommendation; and assists hospital management in establishing costs and required resources for new programs, staff or services
- Assists Hospital Assistant Administrators as directed with planning, organizing, assigning and evaluating the work of department managers; counsels employees, appraises performance, prepares documentation, and recommends discipline or performance recognition; interviews and recommends or selects candidates for employment; provides for employee training and development; guides subordinate supervisors in a variety of supervisory and personnel actions
- Represents the Hospital Assistant Administrators within areas of expertise to other County departments, external agencies and regulatory/inspection staff, the public, and a variety of committees, boards, and private organizations
- Develops and implements departmental administrative and other systems, policies and procedures, with management review, input and approval
- Monitors internal and external issues and current developments affecting department/division administration, evaluates alternatives, conducts analytical studies, and develops and implements recommendations
- Prepares, directs preparation of, and/or reviews and approves a variety of reports, correspondence, and documents
- Interprets and applies policies, procedures and contracts
- Oversees the preparation, maintenance and reporting of a variety of records, data and statistics.
Examples of Experience/Education/Training
MINIMUM QUALIFICATIONS
A combination of experience, education, and/or training which substantially demonstrates the following knowledge, skills and abilities:Through Knowledge of:
- Principles and practice of public administration
- Principles and practices of fiscal management and budgeting
- Principles and methods of supervision and management, including work planning, analysis, and organization; selection and evaluation of employees, and training
- Capabilities and applications of electronic management information systems
- Contract preparation, negotiation and administration
- Functions and operations of the department to which assigned, including applicable laws and regulations.
Skill and Ability to:
- Plan, organize, supervise and evaluate the work of subordinate staff, directly or through subordinate supervisors
- Supervise and/or perform budget planning activities, revenue forecasting and the administration of fiscal controls
- Analyze current trends, legislation, operating issues, and complex administrative and technical problems, develop and evaluate alternatives, and formulate and implement effective solutions
- Develop, interpret, and apply complex regulations, policies and contracts
- Prepare effective reports, correspondence, and other written communications
- Establish and maintain effective working relationships with those encountered in the course of the work
- Make presentations and represent the Hospital Assistant Administrators to a variety of boards, commissions, groups, other agencies and business, and the public
- Develop and oversee complex recordkeeping and reporting systems.
EXAMPLES OF EXPERIENCE/EDUCATION/TRAINING
Education: Equivalent to bachelor’s level coursework in public administration, finance and budgeting, systems and procedures, or a related field
AND
Experience: Two years of increasingly responsible administrative support and technical experience which included direct involvement in the provision of administrative services
Additional Information
CONDITIONS OF EMPLOYMENT
- Natividad requires that all incumbents pass a pre-employment physical/medical assessment.
- Natividad will conduct a thorough background and reference check process which includes a Department of Justice fingerprint check.
- Employees who drive on County business to carry out job related duties must possess a valid CA Driver License for the class vehicle driven.
- Employees must have and show their original Social Security Card and a valid CA Driver License or CA State ID prior to the first day of work.
- Incumbents may be required to work all shifts, including weekends and holidays
**REQUIRED APPLICATION MATERIALS AND SCREENING PROCESS**
APPLICATION SUBMISSION: A completed Monterey County Application may be obtained from and submitted to the Natividad Human Resources Office, 1441 Constitution Blvd., Bldg. 300, Salinas, CA. 93906, or On-line applications may be submitted at www.natividad.com; resume and license and/or certifications (if applicable) may be attached to your online application or emailed separately to: AscensionIL@natividad.com. Resumes will be accepted in addition to, but not in lieu of the required application materials. For more information or to obtain regular paper application materials please contact the Natividad HR, 1441 Constitution Blvd.,(831) 783-2700, M - F, 7:30 a.m.- 5:00p.m.
QUALIFICATIONS APPRAISAL: All licenses/certificates will be verified via primary source. Completed application materials will be competitively evaluated. Please note: The initial screening for this position uses ONLY the applicant's answers to the Supplemental Questions. Screeners (who are Subject Matter Experts) are not given the application and/or resumes at this point in the process. Therefore, your answers to the Supplemental Questions are critical. The best-qualified applicants will be invited to participate further in the process.
QUALIFICATIONS ASSESSMENT: To further assess applicants' possession of required qualifications, this process may include an oral examination, pre-exam exercise, performance exam, or physical ability exam.
ELIGIBLE LIST: Applicants successful in the Qualifications Assessment process will be placed on an eligible list for possible final selection interview. This eligible list will be used to fill current and future vacancies.
SPECIAL NOTES
- If you believe you possess a disability that would require test accommodation, please contact the HR Analyst for Natividad at (831) 783-2711.
- Employment is contingent upon acceptable documentation verifying identity and authorization for employment in the United States.
- If you are hired into this classification in a temporary position, you will not be eligible for the benefits.
