Executive Administrative Assistant

CLINICA DE SALUD DEL VALLE DE SALINAS

JOB DESCRIPTION

TITLE: Administrative Assistant FLSA STATUS: Non-Exempt

CLINIC LOCATION: DATE:

INCUMBENT: OSHA DETERMINATION: Non-Hazardous

REPORTS TO: Executive Administrative Assistant CLASSIFICATION: Confidential

It is the organization’s policy that Clinica de Salud del Valle de Salinas does not discriminate because of race, color, religion, age, sex, physical handicap or national origin.

JOB SUMMARY:

An Administrative Assistant to clinical service directors performs varied complex, responsible, and confidential secretarial and clerical duties under limited supervision requiring a thorough knowledge of policies, procedures, and precedents. Reports, documents and records prepared and maintained by employees in this class are often of a confidential nature. Assigned tasks require tact, independent judgment, initiative, and organization in solving a variety of problems. There may be leadership or supervisory responsibilities. Medical terminology will be utilized frequently. Must be able to communicate effectively with all segments of the community, including patients, professionals and community service agency personnel.

PERFORMANCE DIMENSIONS AND TASKS

Essential Function

• Under general supervision of the Medical, Dental and Nursing Directors, performs a variety of complex, responsible, and confidential secretarial and administrative duties; performs related work as required.

Demonstrates Competency in the Following Areas:

Ability to oversee general management of the department.

Demonstrates the ability to order supplies; completes and authorizes requisitions.

Demonstrates the ability to compile and organize data for annual department budget.

Demonstrates the ability to monitor and reconcile expenditures of budgeted funds.

Able to put together data from different sources for special projects; prepares reports.

Assists in preparing and setting up Board of Directors meetings and provides administrative support by preparing agendas and minutes for the meetings.

Maintains procedures and controls to promote communication and adequate information flow.

Demonstrates the ability to perform secretarial duties, i.e., typing, dictation, correspondence, preparing reports, memos.

Assigns and supervises clerks and entry level secretaries in the department.

Maintains department staff records; records are kept confidential.

Reviews and evaluates work of the clerks and entry level secretaries.

Answers the telephone in a professional manner; directs calls appropriately.

Maintains department records, files, policy and procedure manual.

Communicates appropriately and clearly to the CEO, co-workers.

Maintains a good working relationship both within the department and with other departments.

Is a resource person both within the department and to administrative staff of other departments.

Demonstrates the ability to schedule meetings between departments, directors/managers.

Demonstrates the ability to be flexible and organized.

Manages and operates equipment safely and correctly.

Performs other duties as assigned.

Regulatory Requirements:

• Bachelor’s Degree.
• Three to five (3-5) years experience in office management, bookkeeping.
• One to two (1-2) years experience required by the specific department.

Language Skills:

• Able to communicate effectively in English, both verbally and in writing.
• Additional languages preferred.
• Strong presentation skills.

Skills:

• Basic computer knowledge.
• Ability to use all office equipment.
• Able to type 45 words per minute, accurately. Able to take dictation.

PI193603279

Expected salary:

Job date: Sat, 08 Oct 2022 07:42:19 GMT