What are the responsibilities and job description for the Administrative Assistant position at Quinault Wellness Center?
The Administrative Assistant will provide support and assistance to the Executive Team Members within Quinault Community Health and Quinault Wellness Center. This role involves assisting with a variety of tasks relating to policy, regulations, compliance, human resources, and payroll. This position will assist in ensuring smooth day-to-day operations, and facilitating efficient communication within the Executive Team across the organizations.
Specific duties and day-to-day tasks of the Administrative Assistant are prompted by assignments, and by requirements to fulfill responsibilities established by the Supervisor. These duties include, but are not limited to, the following:
Provide administrative support to the Executive Team including but not limited to Quality, Risk, and Compliance; Human Resources; Finance, Executive Officers, etc. This includes but is not limited to scheduling, managing calendars, and coordinating travel.
Answers and responds to phone calls, emails, faxes, and verbal conversations.
Greets and assists guests and visitors.
Drafts, prepares, and reviews multiple forms of reports and communications using Microsoft Word, Microsoft Excel, Microsoft Power Point, Smartsheets, Microsoft Outlook, a variety of Computer Systems and programs used for Risk and Compliance, Finances, Human Resources and Payroll.
Assist in preparing, maintaining, and reviewing documents, including contracts, policies, procedures, reporting, etc.
Daily enters multiple forms of data into a variety of systems ensuring accurate and complete information.
Assist in preparing, completing, and reviewing data reports, compliance reports, finance reports, staffing reports, benefits reports, etc.
Manage and organize a variety of files, ensuring that information is up to date and compliant with legal requirements.
Coordinating efforts to meet multiple deadlines and needs between multiple departments, managers, facilities, etc.
Assists with training and education, preparing information and materials, conducting paperwork, and facilitating experiences between multiple people and departments.
With guidance and support, responds to employee and outside inquiries relating to services provided by the Executive team.
Tracks and reports on the status of multiple compliance and regulations, corrective actions, and audit findings.
Assist in monitoring and maintaining compliance with industry regulations, data privacy, safety standards, personnel standards, and environment impacts.
Prepares and maintains various reports and documents for the Executive Team.
Provides office support for the Executive Team, including ordering supplies, handling correspondence, and maintaining office equipment.
Actively is involved in a variety of company events to include appreciations, patient and staff events, funding events, wellness and health events, etc.
Cross-trained to assist staff with other duties as needed
Performs other duties as assigned.
Adheres to all QCH and QWC Policies.
Required:
High school diploma or GED equivalent required.
At least 3 years of experience as an administrative assistant, office assistant, or similar role, preferably in Risk and Compliance, Human Resources, Payroll, or Finance.
At least one year of work experience focusing in the area of Quality & Compliance, OR Human Resources, OR Information Technology, OR Payroll, OR Healthcare, OR Substance Use Disorder, OR Finance.
Strong organizational and time-management skills, with the ability to prioritize and handle multiple tasks.
Proven experience of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
Must be able to work at least 40 hours a week, meeting multiple deadlines, and meet attendance and reliability expectations.
Knowledge and adherence to state (RCW, WAC) and federal confidentiality regulations (42 CFR part 2). Applicants must always conduct self ethically and professionally.
Knowledge of HIPAA and PHI requirements.
Skills in the operation of a personal computer and standard office programs and equipment.
Must pass criminal background investigation, reference inquiry, and drug test (including Marijuana).
- Must maintain a valid Washington State Driver License and must be insurable through our company.
Preferred:
Associate or Bachelors degree in business administration or related field.
Previous experience working in a healthcare environment.
