Center Administrative Assistant New Oakland, CA (Temescal)

Elders; Oakland (CA); On-site; USD 35,000 - 49,000; Full time

Job summary

The Center for Elders Independence is seeking a Center Administrative Assistant to staff the Center reception, answer phones, greet visitors, and provide essential clerical support to the Day Center Supervisor and staff.

This on-site role requires excellent communication, customer service, and organizational skills as you assist with attendance, records, and coordination of daily operations in a collaborative, interdisciplinary environment.

Qualifications

• Two years previous experience as receptionist and/or administrative assistant with excellent verbal and written communication skills.
• Courteous and professional telephone skills, customer service skills and is well organized and able to function in the role independently.
• Previous experience working with frail elderly in a health care setting preferred.
• Accurate typist with strong knowledge of word processing and spreadsheet software such as MS Word, Excel, Microsoft Exchange Software with a typing speed of 45 wpm.

Responsibilities

• Monitors the front door at all times and greets visitors and participants.
• Ensures the front desk phone is answered at all times using phone script and routes calls efficiently.
• Provides excellent customer service to callers and directs to appropriate staff.
• Handles transportation department radio dispatch and routes communication effectively.
• Uses transportation software to locate participant route information and answer questions about routes and timing.
• Monitors and completes daily participant attendance in the electronic health record.

Skills

Customer service

Phone skills

Communication

Organization

Team player

Education

High School diploma, GED, or equivalent

Tools

MS Word

Excel

Microsoft Exchange

Job description

The Center for Elders Independence is a PACE (Program of All-Inclusive Care for the elderly) organization that uses an interdisciplinary team approach to care planning and care implementation for the purpose of providing high quality, affordable, integrated health care services to the elderly, including an Adult Day Health Center, and promoting autonomy, quality of life and the ability of individuals to live in their communities.

The Position:

Under the supervision of the Day Center Supervisor, the Center Administrative Assistant staffs the Center reception area ensuring that phones and the front door are staffed at all times and provides the highest level of customer service to the public, CEI staff and participants that call or come to the front door. In addition, the Center Administrative Assistant provides administrative support to the Day Center Supervisor, Center Director and other staff as directed.

The hourly pay range for the Center Administrative Assistant position at Center for Elders’ Independence is $25.25 to $35.86 per hour. Placement within the range is determined based on job-related factors such as relevant experience, skills, abilities, internal equity, and market data, consistent with CEI’s annual compensation review and established compensation practices.

DUTIES AND RESPONSIBILITIES:

• Monitors the front door at all times and greets visitors and participants. Coordinates break and lunch schedule with other designated center staff for coverage.
• Ensures that the front desk phone is answered at all times using phone script to answer phones and routes calls efficiently.
• Provides excellent customer service to callers and is able to resolve problems or direct the caller to the appropriate staff member in an efficient and helpful manner.
• Handles transportation department radio dispatch and routes communication effectively.
• Utilizes the transportation software to locate participant route information and use that information to answer questions related to transportation routes and timing.
• Monitors and completes daily participant attendance record in the electronic health record. Ensures that all visiting staff and visitors sign in and sign out of the center.
• Issues visitor badges and notifies appropriate staff when visitors arrive.
• Completes daily, weekly, monthly reports and spreadsheets as assigned.
• Receives packages that are delivered to the site and checks to be sure the delivery slips match the delivery contents before signing for receipt.
• Provide clerical support for Center Director, Day Center Supervisor and program staff as directed.
• Maintains a current inventory of office supplies and requisition replacements to ensure adequate supply at all times.
• Troubleshoots problems with copying and other equipment and calls the appropriate resource for repairs as needed.
• Accesses and maintains accuracy of participant demographics including addresses and contact information in electronic health record. Ensure information is available in case of an emergency for notifications to participants.
• Maintains the marketing materials at all times and provides marketing information to visitors when requested.
• Maintains the conference room schedule.
• Assists with setting up video conferences as needed.
• Takes participants photos for the medical record and creates participant badges.
• Participates in Fire drills or other emergency preparedness situations assuming duties as assigned by Center Director, Incident Commander or designee. Maintains the confidentiality of all company procedures, results and information about participants or families.
• Follows all CEI Policies and Procedures.
• Complies with all CEI training requirements.
• Maintains safe working environment by following CEIs safety policies and procedures.
• Maintains a courteous, helpful and professional attitude on the job. Displays a high level customer service proficiency and a willingness and ability to be responsive to all customer groups.
• Performs other duties as assigned in a positive and helpful manner.

QUALIFICATIONS:

• High School diploma, GED, or equivalent.
• Two years previous experience as receptionist and/or administrative assistant with excellent verbal and written communication skills
• Courteous and professional telephone skills, customer service skills and is well organized and able to function in the role independently.
• Previous experience working with frail elderly in a health care setting preferred.
• Accurate typist and strong knowledge of word processing and spreadsheet software such as MS Word, Excel, Microsoft Exchange Software with a typing speed of 45 wpm.
• Ability to effectively problem-solve complex issues.
• Ability to work as a team player in a diverse, inter-disciplinary setting
• Excellent interpersonal skills including initiative and flexibility with work demands.

The above job description is intended to communicate the general function of the mentioned position and by no means shall be considered an exhaustive or complete outline of the specific tasks and functions that will be required. CEI reserves the right to change job descriptions, site assignments, and or work hours as required by the needs of the program. All employees are expected to perform their duties within their ability as required by the job and/or as requested by management.

Placement within the compensation range listed here is determined by job-related qualifications, experience, internal equity, and market factors, consistent with CEI compensation practices.

As set forth in Center for Elders' Independence’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.