Administrative Assistant

NORTH EAST MEDICAL SERVICES; Daly City, San Francisco (CA, CA); On-site; USD 41,000 - 46,000; Full time

Job summary

North East Medical Services in Daly City, CA is seeking an Administrative Assistant to support front desk operations within the Administration department. This role involves greeting visitors, handling mail and basic clerical tasks, and providing translation support as needed.

The position requires at least two years in administration, strong communication, and attention to detail. Medical terminology knowledge is a plus, with opportunities to assist across locations and coordinate with multiple

Qualifications

• Completion of a high school certificate or equivalent.
• 2+ years of experience in the administrative field.
• Excellent verbal and written communication skills.
• Detail oriented and accurate.
• Knowledge of medical terminology is a plus.

Responsibilities

• Provides general administrative support at the front desk reception area of the Administration department, including greeting and monitoring guests and visitors.
• Manages conference room schedules and assists in setup and cleanup for meetings.
• Responsible for internal and external communications, i.e., receives, sorts, and routes mail/faxes/packages.
• Prepares bulk mailings, including folding, inserting into envelopes, applying postage, and sorting/batching mail.
• Coordinates with other departments and staff to ensure mail, storage/inventory and other functions run smoothly.
• Gathers necessary signatures and approvals for checks, forms, etc.
• Supports the Executive Assistant with answering phone calls and internal requests for assistance.
• Coordinates and assembles corporate marketing/press packages.

Skills

Administrative support

Communication skills

Bilingual English/Spanish

Education

High school diploma

Tools

Epic EHR

Job description

Job Details
Job Location: Daly City, CA 94014
Position Type: Full Time
Salary Range: $30.00 - $33.65 Hourly

ESSENTIAL JOB FUNCTIONS:

• Provides general administrative support at the front desk reception area of the Administration department, including but not limited to greeting and monitoring guests and visitors, ordering lunches and/or refreshments for meetings, managing petty cash, coordinating reservation of company cars, ordering supplies, etc.; may be required to provide backup and coverage for Administrative Assistants at other locations as needed.
• Manages conference room schedules and assists in setup and cleanup for meetings.
• Responsible for internal and external communications, i.e., receives, sorts, and routes daily incoming/outgoing mail/faxes/packages according to policies and procedures.
• Prepares bulk mailings, including but not limited to folding, inserting into envelopes, applying postage, and sorting/batching mail.
• Coordinates with other departments and staff to ensure mail, storage/inventory and other functions run smoothly.
• Reviews, edits, and refines translated documents, marketing materials, and other communications to ensure accuracy, clarity, and consistency; provides translation support as needed.
• Assists in other office tasks to support the Administration Department, such as filing, making photocopies, word processing or typing, coordinating and ordering special office supplies, purchasing and picking up food or meals, preparing conference rooms for meetings, etc.
• Gathers necessary signatures and approvals for checks, forms, etc.
• Supports the Executive Assistant with answering phone calls and internal requests for assistance.
• Coordinates and assembles corporate marketing/press packages.
• Manages access to and updates content on Sharepoint Intranet site as needed.
• Manages and updates company/staff directory, phone directory, employee listings and new hire postings on Sharepoint.
• Monitors and keeps track of stored items and inventory.
• Takes and prepares meeting minutes for various internal meetings, as needed.
• Assists with data entry work.
• Assists with filing and maintenance of central files, both on paper and electronic.
• Performs outreach efforts to assist with meeting the NEMS’ organizational goals, which may include calling and speaking with patients over the phone or preparing patient mailings to deliver care reminders; provides basic instruction to patients according to guidelines and scripts; makes appointments for patients and/or updates patient information in the Epic electronic health record system as needed.
• Performs other job duties as required by manager/supervisor.

QUALIFICATIONS:

• Completion of a high school certificate or equivalent.
• 2+ years’ experience in the administrative field.
• Excellent verbal and written communication skills.
• Detail oriented and accurate.
• Knowledge of medical terminology is a plus.

LANGUAGE:

• Fluent reading, writing, and speaking in English is required.
• Fluent reading, writing, and speaking in Spanish or Vietnamese is highly preferred.
• Fluent reading, writing, and speaking in Chinese is an asset.

STATUS:

• This is a FLSA non-exempt position.
• This is not an OSHA high-risk position.
• This is a Full Time position.

NEMS is proud to be an Equal Opportunity Employer welcoming diversity in our workforce. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

NEMS BENEFITS:

• Competitive benefits, including free medical, dental and vision insurance for employee, spouse and/or children; and company contribution to 401(k).