Hq Administrative Assistant

JOB SUMMARY:

The HQ Administrative Assistant is the first point of contact for AHS guests and visitors, ensuring their needs are met with professionalism and accurate information. The position collaborates with senior staff and executive assistants, providing crucial clerical and administrative support to keep the organization running efficiently. This position also provides administrative and clerical assistance to the Compliance Department. The HQ Administrative Assistant performs varied and sometimes confidential administrative duties requiring broad experience, skill, and knowledge of organizational policies and procedures.

ESSENTIAL JOB FUNCTIONS:

1. Reception desk responsibilities; receive guests and visitors of the agency, ascertain their needs, see to their comfort, and notify appropriate staff as applicable.
2. Field phone calls, assist the caller by providing appropriate information, and take messages and forward them as appropriate.
3. Provide clerical and administrative support to senior staff and Executive Assistants as assigned.
4. Process incoming and outgoing agency mail.
5. Assist with tracking office and cubicle occupancy and vacancies at HQ and ARC.
6. Orderly maintenance of the Board Conference Room, HQ Copy Room, Front Storage Closet, and other areas as needed.
7. Assist the Compliance Department in maintaining databases related to the collection and analysis of information related to compliance and regulatory requirements.
8. Assist the Compliance Department with administrative assignments such as organizing meetings, compliance materials, summarizing meetings, and other department-related duties.
9. Provide support on other duties as assigned.

GENERAL AGENCY/AHS DUTIES:

1. Fosters an environment that promotes trust and cooperation among clients and staff.
2. Enforces clinic policies and procedures, including maintenance of client confidentiality under HIPAA privacy rules, to ensure that the principles of AHS are implemented.
3. Plays an active role in planning organization-wide activities such as AHS general membership meetings, fundraisers, special clinic days, and other events.
4. Participate in general membership meetings, fundraisers, and other public events, as required.
5. Participates in outreach activities, agency advocacy, and serves on ad hoc committees, as requested.
6. Participates in agency-wide quality improvement program processes and performance improvement teams to ensure excellence in the quality of services provided across the agency.

MINIMUM QUALIFICATIONS:

1. An AA degree or some college-level training with two years of relevant work in administration or
2. A high school diploma and four years of relevant work experience along with increasing responsibilities

PREFERRED QUALIFICATIONS:

1. Bilingual/bicultural in an Asian language preferred.
2. Commitment to working in the Asian community, to community health care preferably with community health clinics

KNOWLEDGE, SKILLS, AND ABILITIES:

1. 1. Proficiency in MS Office and competence in word processing

PHYSICAL & WORK DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job the employee is regularly required to talk or hear. The employee is occasionally required to stand; walk; sit; use hands to fingers, handle or feel, and reach with hands and arms. The employee is occasionally required to lift up to 15 pounds.

The majority of the work is performed in a moderately noisy work environment. When working in the clinic setting, the job requires mobility, strength to lift, carry, and position supplies and equipment. The incumbent(s) in the position is required to work both in the clinic and office environments.

Medical, Dental, Vision premiums 100% paid by AHS
12 Vacation Days
12 Sick Days
11 Holidays and two Floating Holidays
3% 403B Employer Contributions and up to 2% Employee Match Contribution
Transportation Benefit Paid by AHS
FSA/Dependent Care Assistance
Long Term Disability