Administrative Assistant I

Job Title: Administrative Assistant I

Location: Fountain Valley CA 92708/Onsite

Summary of Job:

Strategic plan and participate in and advocate performance Improvement / patient safety activities. The Administrative Assistant I performs a broad range of functions necessary to support the Director and Manager. This position is responsible for supporting the unit environment to maintain smooth functioning and the daily operations. Under the direction and supervision of the Director and Manager performs in the capacity of a liaison to the various departments for functions relating to the accurate maintenance processing and collection of confidential employee/patient related records and documents. These duties and responsibilities include but are not limited to confidential monthly management and operation reports employee competency records licensure and educational tracking and other materials essential for accreditation by JCAHO CLIA CDPH CAP and other regulatory agencies. This position provides assistance with general clerical support functions. This includes meeting planning meeting minutes and agenda conference calls ordering supplies filing organizing and miscellaneous general clerical functions special assignments and tasks. Positive interpersonal skills Microsoft office skills and phone etiquette are essential for this position which interacts with physicians management Human Resources staff nursing patients families and vendors.

Must-have/Required skills:

• Minimum of one (1) year of advanced clerical and/or secretarial experience.
• Demonstrates knowledge and understanding of patient privacy rights.
• Demonstrates ability to track manage and organize projects and other clerical responsibilities in a timely and efficient manner.
• Demonstrates the ability to use good customer service skills; interact positively with all departments.
• Contributes to an effective and safe working environment.
• Demonstrates tact sensitivity and discretion.
• Demonstrates ability to effectively and accurately use computer programs

Nice-to-have skills:

• Computer internet order entry and word processing experience.

Key responsibilities and duties:

• Maintains confidentiality of all medical financial and other sensitive material in printed electronic or verbal form which may jeopardize the privacy of patients and or employees.
• Performs with a high degree of accuracy and timely statistical gathering data for the department on a regular basis necessary for regulatory agencies accreditation.
• Prepares department schedules by maintaining calendars creating meetings and conferences calls coordinating audio-visual equipment and other arrangements as needed.
• Types and distributes meeting agenda and materials.
• Distributes and takes accurate meeting minutes.
• Makes travel reservations coordinates transportation and arranges for catering as needed.
• Answers telephones and routes information to callers takes messages correctly and transfers calls to appropriate individuals.
• Opens routes and distributes incoming mail and other materials as assigned.
• Creates routine correspondence and memorandums.
• Reviews documents to check for correct spelling grammar and make necessary revisions ensuring company format policies are followed.
• Provides historical reference by utilizing a retrieval system such as maintaining paper and electronic filing of records correspondence and other materials.
• Maintains accurate records for department data statistics assets and other miscellaneous reports.
• Locates and attaches appropriate files to corresponding documents.
• Audits and maintains employee files in accordance with JCAHO and other regulatory requirements including tracking required licensures certifications education and employee health requirements.
• Maintains purchase orders invoices and inventory of unit specific supplies and equipment records.
• Provides service to clients and vendors such as order placement and account information; submit track and file contracts prepare and mail checks expediting and verifying orders as appropriate.
• Checks inventory level and ensure adequate office supplies.

Education:

• High school diploma or GED.

Languages:

• English: Read Write Speak