Administrative Assistant I

Role Name:

Administrative Assistant I Location:

Fountain Valley, CA 92708

Work Environment:

Onsite Contract length: 3 months assignment with possible extension

Position Summary:

This position requires the full understanding and active participation in fulfilling the mission of the client. It is expected that the employee demonstrates behavior consistent with our core values: Accountability, Best Practices, Compassion, Synergy, and Integrity. The employee shall support Orange Coast Memorial Medical Center's strategic plan and participate in and advocate performance improvement/patient safety activities.

The Administrative Assistant I performs a broad range of functions necessary to support the Director and Manager. This position is responsible for supporting the unit environment to maintain smooth functioning and daily operations. Under the direction and supervision of the Director and Manager, the Administrative Assistant I performs in the capacity of a liaison to various departments for functions relating to the accurate maintenance, processing, and collection of confidential employee/patient-related records and documents. These duties and responsibilities include, but are not limited to, confidential monthly management and operational reports, employee competency records, licensure and educational tracking, and other materials essential for accreditation by JCAHO, CLIA, CDPH, CAP, and other regulatory agencies. This position also provides assistance with general clerical support functions, including meeting planning, meeting minutes and agendas, conference calls, ordering supplies, filing, organizing, and miscellaneous general clerical functions, as well as special assignments and tasks.

Positive interpersonal skills, Microsoft Office skills, and professional phone etiquette are essential for this position, which interacts with physicians, management, Human Resources, staff, nursing, patients, families, and vendors.

Essential Duties:

Maintains confidentiality of all medical, financial, and other sensitive material in printed, electronic, or verbal form that may jeopardize the privacy of patients and/or employees. Performs statistical data gathering for the department with a high degree of accuracy and timeliness on a regular basis, as required for regulatory agency accreditation. Prepares department schedules by maintaining calendars, creating meetings and conference calls, and coordinating audio-visual equipment and other arrangements as needed. Types and distributes meeting agendas and materials. Distributes and records accurate meeting minutes. Makes travel reservations, coordinates transportation, and arranges catering as needed. Answers telephones, routes information to callers, takes messages accurately, and transfers calls to appropriate individuals. Opens, routes, and distributes incoming mail and other materials as assigned. Creates routine correspondence and memorandums. Reviews documents for correct spelling and grammar, making necessary revisions and ensuring company format policies are followed. Provides historical reference by maintaining paper and electronic filing systems for records, correspondence, and other materials. Maintains accurate records for department data, statistics, assets, and other miscellaneous reports. Locates and attaches appropriate files to corresponding documents. Audits and maintains employee files in accordance with JCAHO and other regulatory requirements, including tracking required licensures, certifications, education, and employee health requirements. Maintains purchase orders, invoices, and inventory records for unit-specific supplies and equipment. Provides service to clients and vendors, including order placement and account information; submits, tracks, and files contracts; prepares and mails checks; and expedites and verifies orders as appropriate. Checks inventory levels and ensures adequate office supplies are maintained.

Required Skills & Experience:

Minimum of one (1) year of advanced clerical and/or secretarial experience. Demonstrates knowledge and understanding of patient privacy rights. Demonstrates the ability to track, manage, and organize projects and other clerical responsibilities in a timely and efficient manner. Demonstrates the ability to use strong customer service skills and interact positively with all departments. Contributes to an effective and safe working environment. Demonstrates tact, sensitivity, and discretion. Demonstrates the ability to effectively and accurately use computer programs.

Preferred Skills & Experience:

Computer, internet, order entry, and word processing experience.