Administrative Assistant I

JOB SUMMARY: The Administrative Assistant I provides administrative and operational support across multiple departments, ensuring efficient office operations, professional customer service, and compliance with organizational policies. This position supports the Administrative Assistant II and contributes to the overall success of Hope Christian Health Center.

DUTIES AND RESPONSIBILITIES:

Administrative Assistant Duties:

• Serve as the first point of contact for visitors, answering phones, greeting guests, and providing exceptional customer service.
• Perform data entry, conduct quality assurance reviews, and assist with invoice dispute resolution for various departments, including Care Management, Community Health Workers, Front Office/Call Center, and Finance
• Collect and distribute incoming mail daily.
• Prepare and process outgoing mail including but not limited to administrative documents and patient letters, stamping and sending the documents.
• Verify patient eligibility through specified channels and update patient information, accordingly, ensuring accuracy and completeness of information, when necessary.
• Process all returned mail and attempt to collect updated addresses according to returned mail procedures.
• Scan all accounting and billing files into the server using approved naming structure timely.
• Create and maintain orientation packets for new employees, ensuring all materials are up to date.
• Assist with the preparation, distribution, and posting of the weekly employee newsletter.

Staff Meetings:

• Support Administrative Assistant II in managing the conference room calendar, scheduling meetings, and ensuring no conflicts arise.
• Coordinate and pick up meal orders for meetings and events, ensuring dietary preferences and requirements are met.
• Prepare conference rooms for meetings including setting up necessary equipment and materials, and ensuring the space is clean and organized after use.
• Prepare presentation materials and orientation slides, ensuring all information is accurate, organized, and clearly presented.
• Document attendance and topic of department specific training being conducted at all meetings.
• Rotates in minute taking for all meetings such as supervisor meetings, staff meetings, QA/QI, and interim departmental meetings.

Other Duties:

• Promotes and demonstrates Hope values of: Gospel motivation, Prayer, Excellence, Stewardship, Patience, Thankfulness, Humility, Service, Dignity through Relationship and Hospitality and Joy
• Always maintains a courteous and professional demeanor.
• Always maintains the discretion of sensitive information and confidential matters of Hope Christian Health Center.
• Ensure compliance with HIPAA regulations and safeguard patient information.
• The Administrative Assistant I ensures compliance with all 19 Health Resources and Services Administration (HRSA) Health Center Program Requirements.
• The Administrative Assistant I is also expected to actively participate in and support quality improvement activities and the clinical practice team efforts emphasizing the importance of the individual patient and putting the patient’s needs first.
• Perform all other duties as assigned.

Qualifications:

• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Teams. -required
• Working knowledge of office equipment (e.g., scanner) – required
• Driver’s License - required
• Organized with the ability to prioritize and multi-task -required
• Reliable transportation – required
• Knowledge of HIPAA – preferred

Education:

• High School Diploma or equivalent - required

KEY COMPETENCIES FOR SUCCESS:

• Faith to believe that Hope is a ministry of God, exemplifying the love of Christ, and held and directed by the Holy Spirit.
• Ability to operate general office machinery (computers, calculators, copy/fax machine, telephones, etc.)
• Excellent communication skills, both written and verbal.
• Demonstrated passion for community health care.
• Proven ability to maintain integrity in a fast paced and high-demand environment.
• Proven ability to manage performance goals.
• Ability to interact with people from all ethnic backgrounds, ages, and lifestyles; ability to understand and respond appropriately, effectively, and sensitively to special populations.

TYPICAL PHYSICAL DEMANDS:

Occasional standing, walking, lifting, reaching, kneeling, bending, stooping, pushing, pulling and lifting and/or moving up to 25 pounds. Frequent sitting. Manual dexterity. Good reading eyesight and vision for close work. Ability to communicate by speaking and hearing in person or on the phone. Ability to travel to various locations.