Administrative Assistant

Administrative Assistant

This position provides administrative support to the Compliance / Executive Assistant in multiple assignments of different activities and tasks associated with Administration. Administrative Assistant shall perform duties based on APHCV's policies and procedures.

APHCV expects all employees to respond and participate in emergency situations per emergency policies and procedures.

APHCV is a tobacco-free organization.

DUTIES AND RESPONSIBILITIES :

A. Records Management and Retention

• File, organize, maintain, and retrieve documents, records, and reports for Administration, CEO, Medical Director, Director of Clinic Operations
• Retrieve Administration related documents, records, reports, per the request of other Department / Unit managers / supervisors.
• Assist in records retention and destruction of administrative documents per applicable APHCV policies and procedures.
• Maintain organization and filing, both in paper and digital format, of organizational meeting materials (e.g. Board of Directors, Strategic and Annual Planning, Total Quality Management Committee, Medical Department Staff Training / Meeting, Provider QI / QA and Education Meeting, Peer Review Committee Meeting, Pediatric Health QI / QA Committee, and Women's Health QI / QA Committee)

B. Administrative and Logistical Support

3. Assist in planning and scheduling meetings, teleconferences, and conferences

4. Develop PowerPoint presentations as directed by Compliance / Executive Assistant and by Supervisors for Monday Supervisor Training

5. Sort CEO, Medical Director, and Director of Clinic Operations' mail and correspondences

6. File various clinic related reports received from Health Care LA, IPA (HCLA) and MHLA in SharePoint and notify respective clinic staff

7. Assist in handling proposals, contracts, agreements, amendments, etc.

8. Assist in responding to general inquiries and requests.

9. Assist in drafting and copying letters, documents, etc.

10. Assist in developing the agenda, arrange lunch, setting up meeting room, and taking minutes for the Provider QI / QA and Education Meeting, Pediatric Health QI / QA Committee, Women's Health QI / QA Committee, and Board of Directors Meeting.

11. Assist in developing the agenda, setting up meeting room, and taking minutes for Medical Department Staff Training / Meeting and Peer Review Committee Meeting

12. Assist in completing applications, renewal applications, and processing fees for the following types of licenses and certificates :

13. Assist in completing applications / forms for clinic programs for APHCV clinic sites such as CHDP, MHLA, and other payor programs.

14. Assist in maintaining, updating, and renewing / reapplying agency's general information recorded in external entities.

15. Prepare Administration related invoices for payment

16. Review, copy, and mail out all agency checks.

17. Sort and distribute incoming HR / Admin fax correspondences

18. Provide Administrative Office front desk support (e.g. greet visitors, provide security name tags according to APHCV's policies and procedures) as back-up when Facility staff are not available.

Miscellaneous

Performance Expectations :

Qualifications :

YOU WILL NOT BE CONSIDERED FOR THIS POSITION IF YOU DON'T COMPLETE THE ENTIRE APPLICATION PROCESS.

Physical Requirements :

Must be able to materially perform the task normally associated with the position including but not limited to : lifting up to 25 lbs.

Skills Preferred :

Multi-tasking and time management skills Problem-solving skills Proficient in English spelling and grammar

HR Procedural Requirements :

Legal authorization to work in the United States A valid California Driver's license with clean records and access to insured automobile Completion of APHCV Health Assessment Form Completion of DOJ background check