Administrative Assistant III - Operations

EEO1: Administrative Support Workers

POSITION SUMMARY

Enhances management team’s effectiveness by providing administrative support; representing division management (Director of Claims and Customer Service) to others.

COMPLIANCE WITH REGULATIONS

Works closely with all departments necessary to ensure that processes, programs and services are accomplished in a timely and efficient manner in accordance and compliance with CHG policies and procedures, generally accepted accounting principles, and applicable state and federal regulations including DHCS, DMHC, and CMS.

RESPONSIBILITIES

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, transmitting text, data, and graphics, and conducting internet searches for information and resources as needed (can include preparing policies and procedures, presentations, maintaining pharmacy database, etc.)
• Conserves management team’s time, maintaining management team’s appointment schedule, and representing the management team by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications; planning and scheduling meetings, teleconferences, and travel.
• Coordinates special projects by preparing and coordinating distribution; assisting in the development of various programs.
• Supports and coordinates committee meetings and events by planning/preparing invitations, agenda, handouts, and refreshments for all assigned meetings.
• Provides historical reference, maintains customer and confidents, and protects division’s operations by developing and utilizing filing and retrieval systems; recording meeting discussions; keeping information confidential.
• Prepares reports by collecting and analyzing data; developing spreadsheets and graphs; utilizing existing forms.
• Maintains office supplies inventory and ensures operation of equipment by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies; completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs, maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains division’s operational records by keeping file of check requests and time cards; developing and updating budget spreadsheets; reconciling variances to Finance reports.

EXPERIENCE/SKILLS

• 4 years’ experience as administrative assistant.
• Expect level knowledge of all Microsoft programs (Word, Excel, Access, etc.)
• Strong verbal, written, analytical and interpersonal skills
• Ability to organize/prioritize work and work independently with minimum directions.
• Ability to apply established policies, procedures, and guidelines for problem-solving and decision making.
• Bilingual (Spanish/English).
• Excellent fluent written and verbal communication skills.
• Discretion, good judgment, initiative, and ability to work independently.
• Excellent customer service and interpersonal skills with the ability to interface effectively with all levels of staff and provider populations, adaptable and versatile.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting
• Will be required to attend meetings after regular working hours; may be required to work weekends.

The above statements describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

All qualified applicants will receive consideration for employment based on merit, without regard to race, color, religion, sex, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.