Administrative Support IV

SAN JOAQUIN COUNTY HEALTH COMMISSION; French Camp (CA); Hybrid; USD 96,000 - 140,000; Full time

Benefits offered by this job

Medical coverage

Wellness program

Dental & vision

Paid time off

CalPERS pension

FSAs

Life insurance

Disability insurance

Employee Assistance Program

Health advocacy

Voluntary benefits

Remote work option

Job summary

Health Plan of San Joaquin seeks an Administrative Support IV to provide executive-level support to the CEO and serve as Clerk of the Board. The role requires routing communications, preparing sensitive documents, and coordinating high-level meetings and committee materials.

You will manage priorities, deadlines, and information flow between staff, the Health Plan, and the Board of Supervisors. A strong background in admin procedures and proficient MS Office skills are essential.

Qualifications

• Associate’s degree or certificate in administrative support or related field.
• Five+ years of executive or high-level administrative support experience.
• Strong knowledge of administrative procedures and best practices.
• Ability to type 60 WPM with high accuracy and handle confidential information.
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint.

Responsibilities

• Provide executive support to the CEO and act as Clerk of the Board.
• Route phone, mail and email; manage calendars and priorities.
• Prepare sensitive documents and track deadlines and action items.
• Coordinate meetings, minutes and high-level committee materials.
• Arrange and coordinate on/offsite meetings and travel logistics.
• Assist with board appointments, resignations, and research priorities.

Skills

Executive support

Gatekeeping

Time management

Microsoft Office

Communication

Education

Associate’s Degree in business or related field

Administrative assisting certificate

Tools

Microsoft Word

Excel

Outlook

PowerPoint

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.

Administrative Support IV

01-Exec-CEO French Camp, CA, US

2 days ago Requisition ID: 1838

Salary Range: $96,000.00 To $140,000.00 Annually

The expected pay range is based on many factors such as geography, experience, education, and the market. The range is subject to change.

This is a hybrid position - onsite requirements for business needs. Must reside within our service area.

What You Will Be Doing:

Under general supervision, provides executive-level administrative support to the Chief Executive Officer; serves as Clerk of the Board.

Essential Functions:

• Acts as gatekeeper in routing phone, mail and email.
• Prepares and routes sensitive and/or complex documents, correspondence and reports.
• Tracks and follows-up on priorities, deadlines and target dates; reports status to CEO.
• Interacts with internal and external customers to provide information and coordinate/resolve routine conflicts; facilitates communications between staff, Health Commission and Board of Supervisors.
• Sets up and maintains multiple file systems, including public records.
• Organizes, coordinates and staffs Health Commission meetings and other high level committees: prepares and distributes supporting materials; takes and distributes minutes; tracks status of action items.
• Organizes and coordinates on/offsite meetings and events: prepares and distributes materials; coordinates logistics; makes travel arrangements as necessary.
• Works with the Clerk of the Board of Board of Supervisors to facilitate Commission appointments and resignations.
• Conducts research on legislative, regulatory and business priorities.
• Coordinates CEO evaluation process.

Non-Essential Functions

• Orients and mentors new administrative assistants.
• Other duties as required.

What You Bring:

Knowledge, Skills, Abilities and Competencies

Required

• Expert knowledge of administrative procedures, systems and best practices.
• Produces work that is accurate and complete.
• Produces the appropriate volume of work.
• Nimble learning: Actively learns through experimentation when tackling new problems, using both successes and failures to learn.
• Resiliency: Rebounds from setbacks and adversity when facing difficult situations.
• Interpersonal savvy: Relates openly and comfortably with diverse groups of people; interacts effectively with individuals both inside and outside of HPSJ; establishes and maintains effective working relationships.
• Optimizes work processes: Knows the most effective and efficient process to get things done, with a focus on continuous improvement.
• Basic knowledge of health plan operations.
• Ability to understand and apply moderately complex oral and written instructions, procedures and documents.
• Time management: Uses time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; can attend to a broader range of activities; meets deadlines.
• Ability to gather and compile data and information and perform simple analysis.
• Ability to take and transcribe meeting minutes.
• Strong problem solving and conflict resolution skills.
• Basic arithmetic skills.
• Intermediate skills in Microsoft Word, Excel, Outlook and PowerPoint.
• Ability to type 60 WPM at 90% accuracy.
• Ability to speak and be understood in English.
• Ability to handle confidential information with appropriate discretion.

Preferred:

• Basic knowledge of political environment at the local, state and federal level.

What You Have:

Education and Experience

Required

• Associate’s Degree in business or related field, or certificate in administrative assisting or related.
• At least five years’ experience providing executive or other high level administrative support, including staff to boards or other groups.

Preferred

• Experience in healthcare and managed care.

Licenses, Certifications

Required

• Valid driver’s license.
• Will be required to take an Oath of Office upon hire.

Preferred

• Notary public

What You Will Get:

• Robust and affordable medical coverage including HMO and PPO plan options
• Employee Wellness Program promoting physical, mental, and financial well-being
• Dental and vision plan with multiple provider choices
• Generous paid time off (accrue up to 3 weeks of PTO, 4 paid floating holidays, and 9 paid holidays)
• CalPERS retirement pension program, automatic employer-paid retirements contributions, plus a voluntary defined contribution plan
• Two flexible spending accounts (FSAs)for healthcare and dependent care expenses
• Employer-Paid Term Life and AD&D Insurance
• Employer-Paid Disability Insurance
• Employer-Paid Assistance Program (EAP)
• Health Advocacy to help you navigate medical care and benefits
• Voluntary supplemental benefits including medical, legal, identity theft protection
• Remote work contingent on business needs and company guidelines
• A chance to work for an organization that is mission-driven – our members and community are at the core of everything we do

At this time, the Health Plan does not sponsor visa. Candidates must have legal and valid work authorization, Green Card, or U.S. citizenship.

Physical Demands

Work may require frequent sitting, standing, and walking, constant repetitive motion, frequent talking and listening, closeup and distance vision requirements. Some work may require occasional travel based on the responsibilities of the position and business needs and occasional handling materials up to 50 pounds.

Emotional/Psychological Demands

Ability to cope with a fast-paced work environment, working under pressure, dynamic priorities and deadlines, constant decision making, working irregular hours, emotional and sensitive situations.

Work may be performed in a remote, hybrid, or onsite setting depending on the requirements of the position and business needs. For roles performed remotely, employees are expected to maintain a secure, distraction-free workspace, and reliable internet connectivity consistent with company standards.

Important Notice: The duties, qualifications, and physical and emotional requirements listed in this job description are not exhaustive. Health Plan of San Joaquin reserves the right to revise this job description at any time.