Administrative Assistant I (Temp.)

Community-Health-Center-Network; San Leandro (CA); On-site; USD 25,000 - 36,000; Part time

Job summary

The Community Health Center Network (CHCN) is seeking an Administrative Assistant I in a temporary part-time role within the Administration department. The position supports management staff, coordinates meetings and travel, and handles front desk operations with HIPAA compliance.

Key duties include filing, mailings, and preparation of materials, with emphasis on customer service and effective communication in a fast-paced environment.

Qualifications

• Minimum of two years of experience in administrative support.
• Experience with database, spreadsheet, and/or word processing software.
• Commitment to customer service and excellent communication skills.
• Ability to work with little supervision and manage multiple tasks.

Responsibilities

• Provide administrative support to Management staff as assigned.
• Coordinate meeting materials, travel arrangements, and scheduling.
• Manage front desk operations, greet visitors, and handle mailings.
• Maintain administrative files and HIPAA compliance for PHI handling.
• Support day-to-day office operations and special projects.

Skills

Administrative support

Microsoft Word

Excel

PowerPoint

Customer service

Communication skills

Organization skills

Database

Spreadsheet

Word processing

Tools

Database

Spreadsheet

Word processor

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Organizational Description

The Community Health Center Network (CHCN), sister organization to the Alameda Health Consortium, is made up of the eight federally qualified community health centers in Alameda County. CHCN functions as the managed care MSO for our health centers, contracting with the Alameda Alliance for Health and Anthem Blue Cross. In order to help our health centers meet their missions of providing the best possible care to their communities, we also provide a broad range of training, technical assistance, quality improvement, information technology, and data analytic services.

Department: Administration

Reports To: Director of Administration

Classification: Non-Exempt

Status: Temporary Part-Time

POSITION SUMMARY

The Administrative Assistant I, is responsible for providing administrative support to Management staff as assigned. Duties include but are not limited to: group scheduling, planning and preparing meeting materials, travel arrangements, maintaining administrative files, accountability for tracking, filing and distributing all Policies and Procedures generated through Management Team. In addition, this role has responsibility for all front desk operations, including, sorting of incoming mail, greeting visitors, and mailings of several Member and Provider mailing requirements ensuring HIPPA compliance. The coordination and completion of tasks within a team environment and special projects are an integral part of this position.

ESSENTIAL POSITION RESULTS

The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks and responsibilities. Employees may perform other duties as assigned.

• Administrative support for meeting coordination, meeting materials, room booking and travel arrangements.


• Front desk duties include but not limited to: answering phones, sort incoming mail, prepare outgoing mail, receive deliveries, schedule meetings, prepare meeting rooms, and greeting guests and members.


• Sort of all incoming claims and prepare them for Docustream.


• Receive and process incoming checks and invoices.


• Prepare specialty provider checks for mailing on a weekly basis.


• Process daily and weekly mailings (UM, new member handbook requests, returned mail).


• Clerical support for claims, provider dispute resolutions (mailings).


• Ensuring that day-to-day office functions run efficiently including maintaining office supplies and inventory.


• Coordination and completion of duties and projects within a team environment with co-admin support staff


• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

None

MINIMUM QUALIFICATIONS

• Minimum of two years of experience in administrative support.


• Minimum two years’ experience working with database, spreadsheet, and or word processing software.


• Respond to situations as they arise with little supervision.


• Create and work with documentation, correspondence, presentations, and reports using database, spreadsheet, and word processing software.


• Effectively prioritize multiple projects and manage concurrent deadlines in a fast-paced environment and according to agency’s goals.


• Committed to customer service.


• Offer and receive constructive criticism in order to improve.


• Communicate clearly and work cooperatively with other agency personnel, and diverse social and economic communities.


• Work from raw content to finished documents or presentations.


• Make decisions using knowledge of the underlying process, rather than reacting to situations.


• Balanced approach including both attention to detail and keeping the big picture in mind.


• Excellent written and verbal communication skills for a diverse population of patients.


• Detail oriented, good time management and organizational skills, with ability to work independently and limited supervision.


• Strong computer skills and proficiency in Microsoft Word, Excel and Powerpoint.


• Understanding of the managed care industry and healthcare.


• Understanding of community health centers

CERTIFICATES AND/OR LICENSES

None

PHYSICAL DEMANDS

The 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.

While performing the duties of this Job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is frequently required to talk or hear. The employee is frequently required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORKING CONDITIONS AND ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to an insideenvironment.

The Community Health Center Network is an Equal Opportunity Employer.