Administrative Assistant

Gateways Hospital and Mental Health Center; Los Angeles (CA); On-site; USD 40,000 - 56,000; Full time

Job summary

Gateways Hospital and Mental Health Center in Normandie Village is seeking an Administrative Assistant to provide administrative support, maintain patient records, and assist management under the Program Director.

The role requires high efficiency, excellent organization, and strong communication. Tasks include clerical duties, data entry, scheduling, records management, and HIPAA compliance.

Qualifications

• Efficient, detail oriented with strong organizational and communication skills.
• Handles multiple tasks in a fast-paced environment.
• Maintains patient records and HIPAA compliance.
• Proficient with Microsoft Office; data entry tasks.

Responsibilities

• Perform general clerical duties including filing, scanning, and mail.
• Answer phone and email inquiries and respond as appropriate.
• Create or modify documents using Microsoft Office.
• Schedule meetings and maintain files and committee minutes.
• Maintain data systems and submit timely reports.
• Protect confidential information per HIPAA rules.

Skills

Typing 55 wpm

Communication skills

Organizational skills

Multitasking

Attention to detail

Tools

Microsoft Office

Excel

Job description

Title of Position: Administrative Assistant

Location: Normandie Village

Exempt/Non-Exempt: Non-Exempt

Union/ Non-Union: Non-Union

Supervisor: Program Director

This position has a working schedule of Monday-Friday, 8am-4:30pm

Summary Of Position

Under the general supervision of the Program Director, the Administrative Assistant provides administrative, clerical and patient records related duties as instructed by the Program Director and Management team. The person in this position needs to be highly efficient, detailed oriented, have excellent organizational skills and strong communication skills. Continually multi-tasking works with some independence in completing assigned projects/program management. This is a fast-paced position with pressure and multiple demands.

Essentials Duties

• Perform general clerical duties to include, but not limited to computer, photocopying, faxing, mail, scanning and filing
• Handles telephone and e-mail inquiries, responding as appropriate
• Creates and modifies documents using Microsoft Office, Excel etc.
• Performs data entry tasks as assigned
• Scheduling meetings
• Maintaining files and records
• Maintaining committee minutes
• Maintains data systems
• Submission of timely reports
• Exercises good judgment, including the limits of information to be given, demonstrating sufficient understandings of situations to ask appropriate questions
• Maintains the employee education, license and certifications
• Attends and participates in meetings, in-service training and other meetings as scheduled. If the trainer or supervisor excuses attendance, the employee is responsible for knowing and understanding the content of the in-service within 30 days of its presentation to the hospital staff
• Protects information from unauthorized access, abiding by Gateways’ Code of Confidentiality, HIPAA regulations and other regulatory agencies
• Submits concerns to supervisor that cannot be handled on a person-to-person basis
• Assists co-workers and other departments when appropriate

Essential Skills

• Knows where and how to make suggestions for improvement
• Is flexible in times of high or low workload
• Takes responsibility for his/her mistakes or poor performance
• Contributes information in a constructive manner
• Initiates or participates in continuous performance improvement training and activities for the department
• Ability to type 55 wpm
• Other duties as assigned