DEPARTMENT(S): Program of All-Inclusive Care for the Elderly (PACE)
REPORTS TO: Manager, Clinic Operations
FLSA STATUS: Non-Exempt
SALARY GRADE: D - $44,000 - $58,000
JOB SUMMARY
The position assists PACE operations by providing key clerical and administrative support. The incumbent is normally assigned to projects that involve some specialized background or knowledge relevant to the assignment. The incumbent will often communicate with participants and their family caregivers, other departments, and external stakeholders.
POSITION RESPONSIBILITIES:
- Provides administrative support for specific and/or ongoing projects, such as generating reports, logs, calendars, and mailings, applying general business practices, as well as CalOptima policies and procedures under the direction of the Clinic Manager.
- Maintains an inventory of supplies, including monitoring needs and ordering.
- Provides reception relief according to the monthly published schedule.
- Coordinates work with other administrative staff or play a key role in the coordination of staff efforts within the PACE center.
- Prepares meeting materials, meeting set-up, minute taking, etc. as designated by the Clinic Manager.
- Maintains confidential and sensitive information and files regarding participants, policy, and personnel ensuring appropriate follow-up.
- Coordinates process for projects to which assigned and communicates as needed.
- Develops materials and coordinates data for reports and prepare reports.
- Supports staff with special projects, may represent PACE on projects.
- Arranges transportation services with vendor.
- Schedules specialty appointments with providers.
- Maintains communication with participants and/or families regarding specialty services.
- Other projects and duties as assigned.
POSSESSES THE ABILITY TO:
- Provide professional support.
- Coordinate work of specialized processes.
- Work effectively with staff in the department to which assigned, other departments, and others such as participants, family members and contracted providers.
- Collect data, identify pertinent information, and prepare reports and presentations.
- Be highly organized and possess the ability to multi-task.
- Communicate clearly and concisely, both verbally and in writing and provide excellent customer service to a diverse population.
- Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job specific applications/systems to produce correspondence, charts, spreadsheets, and/or other information applicable to the position assignment.
EXPERIENCE & EDUCATION:
- High School diploma or equivalent is required.
- 1+ year of experience as an Administrative Assistant required.
PREFERRED QUALIFICATIONS:
- Bachelor’s degree in Business Administration or related field preferred.
- 1+ year of Health Care experience preferred.
- Bilingual in one of the CalOptima threshold languages (Spanish, Vietnamese, Arabic, Farsi, Korean, Chinese) preferred.
KNOWLEDGE OF:
- General information relevant to administrative and professional support.
CalOptima is an equal employment opportunity employer and makes all employment decisions on the basis of merit. CalOptima wants to have qualified employees in every job position. CalOptima prohibits unlawful discrimination against any employee, or applicant for employment, based on race, religion/religious creed, color, national origin, ancestry, mental or physical disability, medical condition, genetic information, marital status, sex, sex stereotype, gender, gender identity, gender expression, transitioning status, age, sexual orientation, immigration status, military status as a disabled veteran, or veteran of the Vietnam era, or any other consideration made unlawful by federal, state, or local laws. CalOptima also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has, or is perceived as having, any of those characteristics.
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Required Skills
Required Experience