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Salary**Work schedule is Mon - Fri 8:30am - 5:00pm**
We offer a competitive package of employee benefits for 30 to 40-hour week positions. You will receive a defined contribution amount of up to $13,787.80 per year (prorated for part-time employees working less than 40 hours per week) to purchase the benefits of your choice on a cafeteria plan basis. Any amount of this defined contribution not used towards your benefits will be paid to you as taxable earnings. We offer a retirement plan with a generous employer match starting at 4% after one year of employment. Our paid time off is also more generous than many employers with vacation time accruing up to 25 days per year, 6 days of sick time per year and 12 paid holidays.
The benefits offered in our cafeteria plan are as follows:
- Medical benefits –Kaiser-ranging from $0 Deductible Plan with $15 Copay to $,3200 Deductible Plan with Health Savings Account. Sutter Health plans are also available from $0 Deductible Plan to $2,500 Deductible Plan.
- Dental benefits –Guardian: 1 dental HMO and 2 PPOs
- Vision benefits – 2 options from Guardian VSP: a standard vision plan and an
enhanced vision plan
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Provide administrative support functions for the supervisors and professional staff covering the duties and responsibilities of other ADMINISTRATIVE ASSISTANTs’ areas and at different sites: assessments/customer service, chart room, clinic, facilities, programs, purchasing, reception, and residential. Duties may involve any or all of the following, as well as incidental support not listed here:*
- Address internal and external requests for customer services, both by telephone and in person; gather information; process routine information and/or inquiries on activities, processes, policies and procedures, and established programs; take immediate action to resolve customer needs or make referrals to service staff, other service providers, or appropriate external parties; clarify concerns, obtain information, and ensure the quality and accuracy of service delivery and data generated; interface with clients.
- Facilitate and deliver communications through email, voice mail, inter-office and external mail and courier, phone call answering and appropriate routing, copying and faxing.
- Investigate matters of concern; identify and resolve problems; review and compare documents; track and follow-up on any action items.
- Maintain databases and spreadsheets by entering data in a timely manner; prepare and run reports and billings for MediCal, other insurance providers, and vendors; create, prepare, and produce hard copy and computerized documents, spreadsheets, and correspondence from prepared copy, rough draft, and other sources.
- Create, update, and maintain medical charts and files according to company protocols and in an orderly and timely manner; route when and where needed; follow up on lab results; other filing and record keeping systems, schedules, rosters, and databases.
- Coordinate, attend, and provide support at community, agency, team trainings meetings, and events, including taking and transcribing minutes for distribution, as needed.
- Track inventories on a regular basis; research products for scheduled or incidental purchase; prepare purchase orders, requisitions, and work orders; interface with vendors in person and on the phone; shop and order supplies; keep accurate expenditure records, including credit card, gift card, and petty cash issuance or usage.
- Administer the use of Agency vehicles, including scheduling vehicle maintenance, accident reporting, forwarding insurance claims, maintaining mileage and usage reports, and vehicle scheduling.
- Participate in management of team/program discretionary resources available to meet client needs; perform special projects.
OTHER DUTIES AND RESPONSIBILITIES:
- Coordinate and direct activities of other administrative staff in work unit, including volunteers; train newly hired staff in program systems.
- Run errands and make interdepartmental and off-site pickups and deliveries using personal or agency vehicle.
- Record and maintain files on safety and security issues; report irregularities to management.*
KNOWLEDGE, SKILL, AND ABILITIES REQUIRED: (E = Essential; D = Desired)
- High School diploma GED, or equivalent education and a minimum of one year (E) or two years (D) of responsible, full-time experience in a secretarial or clerical capacity; Associate’s degree or graduation from a recognized Business School or a related field. (D)
- Proven typing speed of 40 net wpm (E); 50 net wpm (D); computer literacy; ability to use MS Office applications— Word; Excel; Outlook—and Windows-based databases at an intermediate level; basic Internet navigation and search ability for online ordering (E); familiarity with UNIX-based databases. (D)
- Familiarity using and maintaining a variety of common office equipment, such as fax machines, computer printers, photocopiers, and multi-line phone systems. (E)
- Effective oral and written communication skills, including appropriate English grammar, spelling and punctuation; legible handwriting or printing; proof and edit others’ and own work. (E)
- Demonstrated task management and execution skills and the ability to:
- Coordinate more than one task and be flexible; maintain timelines and deadlines; (E)
- Adapt to changing systems, methods, and environments; (E)
- Stay calm and reassuring in stressful situations and with agitated individuals in person and on the phone; (E)
- Work with minimal supervision and demonstrate resourcefulness in completion of tasks; (E)
- Recognize, investigate, troubleshoot, and resolve problems; (E)
- Respect and maintain confidentiality; (E)
- Work effectively with persons of different value systems, ethnicity, cultural backgrounds, language capabilities, and disabilities; (E)
- Exhibit exemplary customer service, compassion, and care in the execution of all duties and interactions. (E)
- Special Requirements: Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Momentum practices. (E)
- A valid California Driver License, with access to a reliable vehicle/for driving a company vehicle, current proof of auto liability insurance, and a clean DMV record. (E)
- Physical requirements needed to perform the essential functions of this job, with or without accommodation: (E)
- Hearing and talking on telephone and in person; standing, walking, sitting, pinching and finger flexion are required constantly (over 2/3 of the workday); (E)
- Lifting, carrying, pushing, pulling, bending, stooping, crouching, kneeling and twisting are required occasionally (under 1/3 of the workday); (E)
- Balancing, climbing and crawling are generally not required.
