Administrative Assistant

Imperial Health Plan of California, Inc.; Pasadena (CA); On-site; USD 40,000 - 55,000; Full time

Job summary

A healthcare organization in Pasadena seeks an Administrative Assistant to support the CEO/CFO with coordinating office activities, managing communications, and ensuring compliance with regulations. Responsibilities include monitoring security systems, organizing meeting minutes, managing travel arrangements, and maintaining supply inventory. Ideal candidates will be college graduates with paralegal training and demonstrated skills in communication, confidentiality, and problem-solving. This full-time position emphasizes attention to detail and effective task prioritization.

Qualifications

• Fluency in reading, writing, and speaking English.
• Ability to follow directions both written and verbal.
• Ability to prioritize tasks effectively.

Responsibilities

• Monitor security systems and visitor sign-in.
• Manage corporate meeting minutes and planning.
• Coordinate travel arrangements for executives.
• Create and proofread documents as needed.

Skills

Communication skills

Confidentiality

Problem-solving

Time management

Education

College graduate

Paralegal training

Job description

Job Description

JOB TITLE: Administrative Assistant FLSA STATUS: Non-Exempt

DEPARTMENT: Administration

REPORTS TO: CEO/CFO

Essential Job Functions

• Monitors door security systems and ensures that all visitors sign at the front desk.
• Manages corporate board and shareholder meeting minutes and planning.
• Manages incoming/outgoing mail and faxes.
• Maintains meeting calendar for CEO.
• Assists with coordination of travel arrangements for executive staff.
• Assists in corporate filings and compliance with respect to all entities within the Imperial Health Plan enterprise.
• Assist with responding to state regulators with respect to all lines-of-business.
• Creates, edits, and proofreads documents.
• Acts as liaison with general counsel and tracks legal matters.
• Proactively manages inventory for office and janitorial supplies.
• Assists with distributing employee parking passes.
• Manages inventory and janitorial and office supplies.
• Any other duties or projects assigned.
• Adheres to payroll policies and properly uses timekeeping system with minimal manual changes.
• Adheres to Compliance Plan and HIPAA regulations.
• Maintains regular and consistent attendance.

Marginal Job Functions

• Take on special projects as needed.
• Performs other duties as assigned.

Behavioral Expectations

• Continuous Learning:
• Attends staff meetings as required.
• Attends appropriate training, seminars and workshops as required
• Customer Focus:
• Maintains client/customer confidentiality and privacy in accordance with HIPPA regulations

and IMAS’s Standards of Conduct.

• Fosters appropriate communication and relations with Supervisor, co-workers and other staff.
• Quality/Process Improvement/Safety
• Reports issues of security, health and/or safety to appropriate supervisor as soon as practicable.
• Supports and demonstrates safety throughout all duties performed.
• Follows established policies and procedures and understands and complies with all regulators
• standards set forth by governing entities.

Education/Experience

POSITION REQUIREMENTS: College graduate and paralegal training.

Skills/Knowledge/Ability

• Willingness and ability to read, write, speak, understand English and have the communications skills necessary to provide accurate information to members and staff.
• Willingness and ability to follow written and verbal direction in English.
• Willingness and ability to maintain appropriate level of confidentiality and privacy.
• Willingness and ability to interact professionally with all customers, members, and co-workers, individually and as part of a team.
• Willingness and ability to effectively handle multiple items/tasks as required and adapt favorably to changing priorities.
• Willingness and ability to make appropriate judgments, decisions and problem solving in a timely manner and within the context of the situation at hand.
• Ability to effectively prioritize items/tasks as required.
• Willingness and ability to take initiative and be a self-starter.
• Willingness and ability to understand and comply with Federal, State, and local regulations.

Licensure/Certificate/Training

• n/a

Physical Demands (Americans With Disabilities Act)

N (Not present) Condition does not exist.

S (Seldom) Condition is performed up to 0.5 hour daily, for short duration, or not daily.

O (Occasionally) Condition exists up to 1/3 of the time.

F (Frequently) Condition exists from 1/3 to 2/3 of the time.

C (Continuously) Condition exists 2/3 or more of the time.

PHYSICAL ABILITIES: LIFTING: PUSHING:

Sitting C 10 lbs or less C 10 lbs or less S
Standing S 11-25 lbs O 11-25 lbs S
Walking S 26-50 lbs S 26-50 lbs N
Running N 51-75 lbs N 51-75 lbs N
Climbing N 76-100 lbs N 76-100 lbs N
Balancing N Over 100 lbs N Over 100 lbs N
Twisting F
Neck Twisting F

CARRYING: PULLING:

Bending/Stooping S 10 lbs or less C 10 lbs or less S
Neck Flexion F 11-25 lbs O 11-25 lbs S
Squatting S 26-50 lbs S 26-50 lbs N
Kneeling S 51-75 lbs N 51-75 lbs N
Crawling N 76-100 lbs N 76-100 lbs N
Hand/Wrist F Over 100 lbs N Over 100 lbs N
Reaching O

FOOT MANIPULATION F ENVIRONMENTAL

Talking C Exposure to Weather S
Hearing C Extreme Cold N
Tasting/Smelling N Extreme Heat N
Near Acuity C Wet and/or Humid S Far Acuity C Noise S Depth Perception C Vibration N Field of Vision C Atmosphere Conditions N Color Vision C Hazards N