Business & Finance Office Administrator

Job Description: Business & Finance Office AdministratorJob Description Job Location: Los Angeles, CA 90026, other locations as needed(Fully On-site) Reports to (title): Chief Financial Officer Department: Business & Finance Office Administrator Supervises: N/A Working title: Office Administrator Classification: Non-Exempt Salary Range: $25.52- $38.39 hourly Status: Regular Hours/Week: 40 hours/week Effective Date: January 2024 Type of Position: Full-time Revised Date: February 2024 POSITION SUMMARY The Office Administrator (OA) provides routine to complex administrative support in the Administration department and is responsible for facility administration. This position requires a thorough understanding of UAII’s policies and procedures and will work with matters of a highly confidential nature. ESSENTIAL DUTIES, FUNCTIONS & RESPONSIBILITIES Support C-Suite staff with general administrative support tasks and duties (i.e., minutes, preparing documents, processing invoices, managing travel, etc.).Support Executives and senior leaders by accomplishing general and complex administrative matters which may involve making decisions and commitments within scope of delegated authority.Provide logistical coordination of rooms needed for training, programs or projects; ensure materials are created for attendees.Record and distribute meeting summary notes in a timely manner.Receive and process purchasing requests, invoices and travel requests for C-Suite staff and Board of Directors. Facility and Site Operations Duties and Responsibilities Manage operations of the Under the guidance of Executives, Directors, and Program Managers, participate site/facility including office flow, guest management, equipment and supply management, key system management, food orders and catering, invoice processing and agency mail.in general, operating workflows, (e.g., on and off boarding, purchasing and invoice processing, travel, IT requests, etc.)Ensure orderliness and cleanliness of site and UAII property, including purging of general office files, ensuring office equipment is maintained and coordinating with Facility staff with priority tasks. Administrative Duties and Responsibilities Manage and oversee agency wide mail system, including inter office mail. Standardize current mail system, document process and train mail designees throughout the agency. Resolve matters regarding agency wide mail flow.Organize and prepare routine correspondence as well as complex documents including reports, spreadsheets, presentations and various forms of communication documents requiring the integration of multiple office technologies and software applications.Research fiscal issues and proactively work with accounts payable, accounts receivable and grants and contracts to resolve identified issues.Assist site in the following record management activities; process electronic check requisitions, petty cash, invoices, and tracks and compiles monthly expense reports and credit card billing statements.Manage organization insurance process including but not limited to annual renewal, issuing certificate of insurance (COI) to all sites and partners.VOLUNTEER INTERN PROGRAM: Manage all aspects of UAII’s Volunteer/Intern program. Review and process all incoming paperwork, create and maintain files and grant system access timely. Maintain an agency wide active and termination spread sheet and send out spreadsheet monthly to key stakeholders. Track all contracts and MOU’s with educational institutions.TRANSPORTATION MANAGER: Oversees UAII fleet ensuring fleet is regularly maintained, cleaned, licensed and that drivers are trained on UAII transportation policies and procedures. Manage full DMV cycle including but not limited to obtaining pull notices, adding and deleting drivers, annual registration of vehicle and insurance coverage. Ensure UAII is compliant with external oversight bodies with regard to transportation (i.e., GSA.). Responsible for keeping UAII Transportation policies and procedures updated.SAFETY AND EMERGENCY PREPAREDNESS: Responsible for ensuring Emergency Disaster Response and Safety Programs are implemented and sustained within site. Acts as site Safety Leader and is responsible for keeping UAII Safety and Emergency Preparedness policies and procedures updated. Trains new hires and staff upon hire and on-going on Safety and Emergency Preparedness.Assist with credentialing and privileging paperwork, enrollments, verifications, background checks and maintenance of files. Effectively communicate the results and status of files, applications and logs in a timely and proactive manner.Responsible for conducting ergonomic assessments for staff, including scheduling, performing assessment, purchasing necessary equipment, ensuring installation, conducting follow ups, properly documents completed assessments and ensures documents are routed to Human Resources (HR). Track and manage annual staff requirements such as annual influenza/flu, annual training tracking to ensure compliance standards are met. Ensure information is updated within personnel files. General Duties and Responsibilities Member Care: Demonstrate understanding and apply working knowledge of safety policies and ensuring safe member practices.Quality Improvement: Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned.Must maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.Safety: Responsible for ensuring that all duties, responsibilities and operations are performed with the utmost regard for the safety and health of all personnel involved, including themselves.Safety: Take appropriate corrective actions to address matters pertaining to employee health and safety that have been brought to their attention.Food Handling: Takes active part in the preparation of various meals. Prepares and cooks complete meals, snacks, etc. with safe food handling and preparation, safety, and health standards.HIPAA: Keep all protected health information (PHI) confidential and abide by HIPAA guidelines for the release and disclosure of any PHI. Will report unauthorized use of disclosure of PHI immediately, to Site Director and HIPAA security officer.HIPAA: Ensure the protection of all PHI and compliance of HIPAA guidelines amongst staff under your supervision. Take appropriate steps to address HIPAA concerns with staff as necessary.Work extremely well under pressure, meet multiple and often competing deadlines.At all times demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.Handle sensitive information with the highest degree of integrity and confidentiality.Other duties as assigned by direct supervisor or their delegate. MINIMUM QUALIFICATIONS Qualifications: Five (5) plus years of experience performing administrative support functions for executives, or bachelor’s degree in business administration or related field.Work experience in managing and supporting large complex projects.Superior attention to detail and ability to work independently and as part of a team.Must possess superior customer service, be extremely organized, have strong multi-tasking and time-management skills.Must have outstanding oral and written communication skills and be able to interact professionally and articulate clearly.Intermediate proficiency with Microsoft office applications; specifically; excel, word and outlook. Must have the ability to run reports, pull data from reports and interpret the data Education & Experience: High School DiplomaBachelor’s Degree required Minimum 5 years’ experience in reception or customer service in acommunity clinic setting Certifications: A plus but not required Confidentiality: Maintain strict confidentiality of client and personnel information adhering to HIPAA, professional codes of conduct, State of CA regulations, Privacy Act, and UAII policies and proceduresThis position has access to sensitive information, and a breach in confidentiality will be grounds for disciplinary action up to and including immediate termination Communication/ Interpersonal Skills: Possess the ability to communicate with others both verbally and in writing in a courteous and professional mannerExcellent customer service skillsMust possess active listening and social perceptiveness skillsProficient in EnglishMust be a team player and contribute to the goals of any team assigned to Technology Skills: Demonstrate the ability to operate a multi-line phone systemPossess working knowledge of Microsoft Office suites / operating basic computer skillsDemonstrate skills using a photocopier, a fax machine, and a computerDemonstrate the ability to learn RPMS database and associated applications as needed Other: Willingness to learn new skills and participate in training sessions relevant to the positionAvailable and willing to travel as neededAvailable to work evening and weekend hours as needed POSITION PREFERENCES Seven (7) plus years of experience performing administrative support functions for executives or department managers and a bachelor’s degree in business administration or related field.Three (3) years of work experience in an urban Indian organization.Advanced proficiency with Microsoft office applications; specifically; excel, word and outlook. Must have the ability to run reports, pull data from reports and interpret the data.Knowledge of the Los Angeles American Indian and Alaskan Native and Native Hawaiian communities. Experience working with the American Indian/Alaskan Native community Experience working with nonprofit organizations, community groups, and performance-based government contracts. Knowledge of Indian Self-Determination and Education Assistance Act (Public Law 93-638)Knowledge of, experience and/or sensitivity to the needs of the American Indian community/culture. WORK ENVIRONMENT Work environment: Office related field Physical demands: The physical demands described here represent those that an employee must meet to perform the primary functions of this job successfully. While performing the duties of this job, the employee is required to stand, walk frequently, sit, bend, twist, talk, and hear. There are prolonged periods of sitting, keyboarding, reading, as well. The employee must occasionally lift and move up to 25 pounds. Specific vision abilities required by this job include reading, distance, computer, and color vision. Talking and hearing are essential to communicate with staff and vendors. UAII will make any practical, feasible, and reasonable arrangements to accommodate qualified applicants and employees with disabilities if it can do so without undue hardship. Mental demands: There are several deadlines associated with this position. The employee must also multi-task and interact with various people on various and, at times, complex issues. PERFORMANCE EXPECTATIONS In the performance of their respective tasks and duties, all employees of United American Indian Involvement, Inc. (UAII) are expected to conform to the following: Uphold all principles of confidentiality and patient care to the fullest extentMeet or exceed the performance standards as set by your supervisorInteract in an honest, trustworthy, and dependable manner with clients, employees, and vendorsPossess cultural awareness and sensitivityAdhere to all professional and ethical behavior standards as outlined in UAII's Employee Handbook Work independently and as a team member; consistently demonstrate professionalism, courtesy, efficiency, excellent internal and external customer service, high ethical standards, and behavior that contributes to harmonious relationships EQUAL EMPLOYMENT OPPORTUNITY United American Indian Involvement, Inc. (UAII) provides equal employment opportunities to all employees and applicants for employment. It prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. UAII abides by the mandates of the ADEA and the Fair Employment Housing and Housing Act (FEHA)- protecting individuals 40 years and older-and considers age a non-merit factor in all employment decisions and considerations. UAII abides by the mandates of the ADA and FEHA and considers disability a non-merit factor in all employment decisions and considerations. Furthermore, UAII will make any practical, feasible, and reasonable arrangements to accommodate qualified applicants and employees with disabilities if it can do so without undue hardship. Applicants and employees may request accommodations for a disability at any time in the application process or during employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. OTHER REQUIREMENTS Eligibility to work in the USFingerprint clearance Pass a post-offer drug testNegative TB test result (annual requirement)Prove of vaccination against the flu (annual requirement)Prove of full vaccination against COVID, including the latest BoosterValid CA driver's license if driving for the companyMaintain auto insurance coverage if driving for the company BENEFITS UAII offers a comprehensive and robust benefits package that includes: Medical, Dental, VisionVoluntary Accident, Critical Illness, and Hospital Indemnity Insurance PlansCompany-paid Short-Term & Long-Term DisabilityCompany-paid Basic Life Insurance and AD&DFSA Medical and Dependent Care403(b) Retirement Plan with Employer MatchLegalShieldTotalCare Employee Assistance Program 12 Vacation Days (first year)13 Paid Holidays3 Personal Days7 Sick DaysBereavement and Jury Duty paid leaveEmployee Wellness Program