Overview

To provide administrative support to the department head, leadership teams, and staff as assigned. In addition to the Administrative Assistant I duties, the Administrative Assistant II has a higher level of experience and more autonomy, is involved in project coordination, identifies necessary efficiencies, and is exposed to confidential information.

Responsibilities

• Fields telephone calls.
• Receives and directs visitors.
• Maintains assigned calendars and schedules.
• Schedules and coordinates meetings.
• Prints and distributes meeting packets.
• Creates and processes expense reports.
• Creates correspondence, forms, reports, graphs, visual presentations, and other related documents.
• Places catering orders.
• Captures and publishes meeting minutes and other correspondence as directed.
• Develops, formats, and distributes information to internal and external stakeholders.
• Orders and maintains department supplies.
• Creates travel requests and travel arrangements as needed (airfare, hotel, rental cars, registration).
• Maintains organization charts.
• Creates and maintains effective filing systems.
• Creates, submits, and tracks to completion departmental training requests and other documents as directed.
• Ensures department employee timesheets are approved per payroll timelines.
• Works with department leadership to develop and submit monthly update reports and documents per schedule or direction.
• Responds to correspondence on behalf of direct manager as directed.
• Applies prior experience to identify necessary efficiencies and brings to leadership’s attention.
• Works with department leadership on project coordination as directed.
• Works with all levels of internal staff and external clients/vendors.
• Exposed to confidential, sensitive information.
• Other duties as assigned.

Qualifications

Education and Experience

High school diploma or equivalent; minimum one (1) year of experience performing general office duties and tasks, preferably in a healthcare environment; or equivalent combination of education and experience.

Special Skills, Licenses and Certifications

Proficient in applicable business software applications such as Microsoft Office Suite. Project coordination experience; requires strong computer and internet research skills, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, external clients, and vendors. Valid California driver’s license and proof of current automobile insurance compliant with PHC policy are required to operate a vehicle and travel for company business.

Performance Based Competencies

Excellent oral and written communication skills are required. Excellent attention to detail and organization skills with ability to prioritize assignments, create and maintain effective filing systems, and meet deadlines. Ability to work independently and handle confidential and sensitive issues with tact and diplomacy.

Work Environment And Physical Demands

Works in a standard cubicle workstation. More than 50% of work time may be spent sitting or standing in front of a computer monitor. When required, ability to move, carry, or lift objects of varying sizes, weighing up to 25 lbs.

All HealthPlan employees are expected to:

• Provide the highest possible level of service to clients;
• Promote teamwork and cooperative effort among employees;
• Maintain safe practices; and
• Abide by the HealthPlan’s policies and procedures, as they may from time to time be updated.

HIRING RANGE:

$27.43 - $35.66

IMPORTANT DISCLAIMER NOTICE

The job duties, elements, responsibilities, skills, functions, experience, educational factors and the requirements and conditions listed in this job description are representative only and not exhaustive or definitive of the tasks that an employee may be required to perform. The employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business, competitive considerations, or work environment change.