Administrative Assistant

WHO WE ARE:

Are you interested in working for an organization whose mission it is to enable frail, underserved, and multicultural senior communities to live independently at home and in their communities, for as long as possible. Orange County Program of All-Inclusive Care for the Elderly (PACE) is dedicated to providing its participants with comprehensive health and social supports that are proven to effectively manage chronic conditions and to reduce the risk for premature institutionalization. PACE staff are leaders in the “aging in place” industry and we have had the honor of serving Fresno, Bakersfield and Orange County seniors and their families/caregivers.

 Job Summary: Responsibilities include, but are not limited to, maintaining files, typing various communications (e.g., emails, memos, forms, letters, etc.), maintain office supplies, manage various databases and create reports, and maintain calendars and schedules. Responsible for completing various assigned projects, and tasks, efficiently and independently while providing exceptional customer service. 
Essential Job Functions: Duties include, but not limited to:

• Maintain departmental files records, calendars, and schedules.
• Manage administrative leader's schedules with consideration to priorities and time efficiency.
• Prepare and compose correspondence such as emails, letters, memos, forms (Word), reports (Excel) and PowerPoint presentations.
• Assist with special projects for the administrative team.
• Manages outgoing correspondence.
• Handles incoming appointments and calls with courtesy, provides assistance and information, as needed, to achieve desired departmental mission, core values and goals.
• Coordinates business travel - including airline reservations, hotels, auto rental and conference registrations. • Manages department processes (e.g., service agreements) and collaborate with various individuals, or departments, for completion.
• Maintains all departmental projects database and updates the team appropriately. • Attend and participate in staff meetings, in-services, committees and maintain meeting minutes and distribute appropriately and timely after each occurrence to all attendees
• Coordinate meetings with internal and external representatives, prepare agenda and handouts, schedule room and equipment, and arrange for meals. • Manage expense reports and filling out reimbursements for departmental/individual director’s expenses. • Assist additional leadership team members as assigned.
• Adhere to and support the center’s practices, procedures, and policies including assigned break times and attendance • Accept assigned duties in a cooperative manner; and perform all other related duties as assigned. 

If assigned to the Quality Improvement Department 

• Provides direct administrative, operational, and technical support to the Clinic, Quality Improvement (QI), and Compliance Directors.
• Monitor and send reminders regarding Clinical licensure and credentialing requirements for new and current staff on a routine basis.
• Manage requests related to licensure, including payment; credentialing to external entities; specialty societies. 

Knowledge, Skills and Abilities

• Ability to speak, read, write, and understand English effectively at a level appropriate for the job. • Excellent written, grammatical, reading comprehension and verbal skills required. • Knowledge of general office procedures, equipment and filing systems. • Ability to communicate effectively, both orally and in writing. • Ability to quickly learn department policies, procedures, goals, and services. Skill: Attention to detail and accuracy. • Ability to change priorities regularly. 

Working Conditions and Physical Demands The working conditions and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Ability to access all areas of the center throughout the workday. 
• Ability to lift up to 35 pounds occasionally, 15 pounds frequently, and 7 pounds constantly; required to obtain assistance of another qualified employee when attempting to lift or transfer objects over 25 pounds. 
• Requires constant hand grasp and finger dexterity; frequent sitting, standing, walking and repetitive leg and arm movements, occasional bending, reaching forward and overhead; squatting and kneeling. 
• Ability to communicate verbally with an excellent comprehension of the English language. 
• Work is generally performed in an indoor, well-lighted, well-ventilated, heated, and air-conditioned environment.
• May require use of personal vehicle. 

Experience: 

• One (1) to two (2) years of customer service, clerical, or related experience required. 
• Proficient knowledge of MS Office (Word, Excel, Access, PowerPoint, Publisher and Outlook. Adobe Acrobat). Candidate will take a Microsoft Office proficiency exam. 
• Minimum of one (1) year of documented experience working with a frail or elderly population or in a healthcare setting. 

Education and Certification

• Bachelor’s Degree preferred 
• Is medically cleared for communicable diseases and has all immunizations up-to-date before engaging in direct participant contact.