FLOAT ADMINISTRATIVE ASSISTANT **PD/On-Call position**

Momentum for Health; San Jose (CA); On-site; USD 43,421 - 47,940; Part time

Job summary

A community health organization in San Jose, California is seeking an on-call Administrative Assistant to provide essential support for supervisors and staff members. The successful candidate will have a high school diploma and at least one year of clerical experience, as well as strong communication and multitasking skills. This position includes assisting with administrative duties across multiple locations and ensuring quality service delivery while handling customer inquiries effectively. Competitive hourly rates apply based on the Union's collective agreement.

Qualifications

• Minimum one year of responsible experience in a clerical capacity.
• Proven typing speed required.
• Experience using office equipment is essential.

Responsibilities

• Provide administrative support to supervisors and staff.
• Maintain databases and spreadsheets accurately.
• Coordinate community trainings and meetings.

Skills

Typing speed of 40 net wpm

Computer literacy (MS Office)

Effective oral and written communication

Task management skills

Customer service skills

Education

High School diploma or equivalent

Associate’s degree or Business School graduation

Tools

MS Office applications

Windows-based databases

Job description

On-call position. Shift is Monday – Friday 8:30am – 5:00pm. This on-call position is to cover the Program Administrative Assistants when they are unavailable to work their regular schedules. Coverage will be at multiple locations.

Pay rates for Union positions are set in the Collective Bargaining Agreement with SEIU Local 521. Each position has a total of six steps, Step 1 (entry level) through Step 6 (15 years of employment with the organization). Union staff are promoted from Step 1 to Step 2 upon their one-year anniversary. The current Step 1 rate for this position is $31.52/hr, and the current Step 6 rate for this position is $34.80/hr.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Provide administrative support functions for supervisors and professional staff, with emphasis in the area of residential and community programs in the department, as well as incidental support not listed here. Duties may include any or all of the following:
  • Address internal and external requests for customer services, both by telephone and in person; gather information; process routine information and/or inquiries on activities, processes, policies and procedures, and established programs; take immediate action to resolve customer needs or make referrals to service staff, other service providers, or appropriate external parties; clarify concerns, obtain information, and ensure the quality and accuracy of service delivery and data generated; interface with clients; schedule appointments.
  • Facilitate and deliver communications through email, voice mail, inter-office and external mail and courier, phone call answering and appropriate routing, copying and faxing.
  • Investigate matters of concern; identify and resolve problems; review and compare documents; track and follow-up on any action items.
  • Maintain databases and spreadsheets by entering heavy amounts of data in a timely manner; prepare and run reports; process billings for MediCal and other insurance providers; create, prepare, and produce hard copy and computerized documents, spreadsheets, and correspondence from prepared copy, rough draft, and other sources; review, compare, and follow up on documents.
  • Create, update, and maintain medical charts and files according to company protocols and in an orderly and timely manner; route when and where needed; follow up on lab results; other filing and record keeping systems, schedules, rosters, and databases.

OTHER DUTIES AND RESPONSIBILITIES

• Coordinate, attend, and provide support at community and agency trainings, meetings, and events, including taking and transcribing minutes for distribution, as needed.
• Participate in management of team/program discretionary resources available to meet client needs; perform special projects.
• Record and maintain files safety and security issues; report irregularities to management.
• Run errands and make interdepartmental and off-site pickups and deliveries using personal or agency vehicle.

KNOWLEDGE, SKILL, AND ABILITIES REQUIRED

• High School diploma GED, or equivalent education and a minimum of one year (E) or two years (D) of responsible, full-time experience in a secretarial or clerical capacity; Associate’s degree or graduation from a recognized Business School or a related field. (D)
• Proven typing speed of 40 net wpm (E); 50 net wpm (D); computer literacy; ability to use MS Office applications—Word; Excel; Outlook—and Windows-based databases at an intermediate level (E); UNIX-based databases. (D)
• Familiarity using and maintaining a variety of common office equipment, such as fax machines, computer printers, photocopiers, and multi-line phone systems. (E)
• Effective oral and written communication skills, including appropriate English grammar, spelling and punctuation; legible handwriting or printing; proof and edit others’ and own work. (E)
• Demonstrated task management and execution skills and the ability to:
  • Coordinate more than one task and be flexible; maintain timelines and deadlines. (E)
  • Adapt to changing systems, methods, and environments; (E)
  • Stay calm and reassuring in stressful situations and with agitated individuals in person/on phone; (E)
  • Work with minimal supervision and demonstrate resourcefulness in completion of tasks; (E)
  • Recognize, investigate, troubleshoot, and resolve problems; (E)
  • Respect and maintain confidentiality; (E)
  • Work effectively with persons of different value systems, ethnicity, cultural backgrounds, language capabilities, and disabilities; (E)
  • Exhibit exemplary customer service, compassion, and care in the execution of all duties and interactions. (E)
• Special Requirements: Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Momentum practices. (E)
• A valid California Driver License, with access to a reliable vehicle/for driving a company vehicle, current proof of auto liability insurance, and a clean DMV record. (D)
• Physical requirements needed to perform the essential functions of this job, with or without accommodation: (E)
  • Hearing and talking on telephone and in person; standing, walking, sitting, pinching and finger flexion are required constantly (over 2/3 of the workday); (E)
  • Lifting, carrying, pushing, pulling, bending, stooping, crouching, kneeling and twisting are required occasionally (under 1/3 of the workday); (E)
  • Balancing, climbing and crawling are generally not required.