Administrative Assistant- SBHC - La Clinica de la Raza

Who we are La Clnica de La Raza is a community based health center committed to providing culturally appropriate high quality and accessible health care to the diverse communities of the San Francisco Bay Area We have spent over 40 years advocating for and creating a health home for the many that have been denied access to care As health care activists we are dedicated to making sure individuals who do not have health coverage get the same level of quality healthcare as those who have it From our genesis as a community health center in 1971 we understood that we cannot heal our communities without also addressing the economic and social factors that affect health Many times this requires that we go outside and provide services in other settings to build the bridge that links individuals to our health center for preventive and primary care Over 90000 individuals come to La Clnica because it is a welcoming place that addresses the whole person coordinating and connecting them to a broad network of services to improve and maintain their health and well being While we are still known for our activism and spirit of social justice we are also proud to have grown into a sophisticated provider of primary health care services with 35 sites across Alameda Contra Costa and Solano counties Proactive Admin Assistant We are looking for an Administrative Assistant who thrives on working in a vibrant and quick paced setting This role serves as the right hand of the supervisor ensuring that things run smoothly and efficiently In a work environment such as ours being proactive is an asset because the manager and the clinic at large rely on your meticulous coordination and follow through skills You will be regularly presented with varied experiences because each day tends to take a life of its own This role calls for someone who is great at interacting with all levels of clinic staff and someone who is approachable To be successful youll need to be comfortable leading from behind by serving as the managers liaison when necessary taking the initiative to get things done and ultimately being the person on whom leadership can depend You should have a successful history of being proactive with a past or current track record of assisting staff with the day to day operations Major Areas of Responsibility include but are not limited to Administrative Support Handles all incoming calls; greets visitors patients and refers them to their appropriate internal departments and to other respective agenciesPerforms routine clerical tasks such as sorting opening and distributing mail filing photocopying retrieving entering and coding specific data into computer taking and typing meeting minutes and correspondence Creates classtraining flyers and brochures and outreach materialsMaintains inventory and orders office suppliesDevelops and maintains filing systems and computer databasesDevelops and maintains mailing lists community resource list health education materialsAttends all staff meetings appropriate training and other agency meetings as assigned by supervisorOther duties as assigned by supervisorLogistical Support Handles logistics for special events such as conferences trainings and staffing tables at promotional events and health fairsSchedules childcare workers for classes and provides oversight and training as neededDirect or coordinate the supportive services to meet inter department needsCoordinates management meetings and takes meeting minutesCoordinates interviews for new candidates prints copies of interview questions and conducts reference checksProcessing and Reporting Helps process internalexternal personnel action forms PAFs as assigned by supervisorRuns various special reports through ADP for all staff using excel as well as cleaning up reportsFills out and process all incoming and outgoing invoicesUpdates internal staff phone listProcesses work orders as assigned by supervisorOther duties as assigned by supervisorKnowledge Advanced software skills in Microsoft office Word Excel PowerPoint Outlook required and graphic design preferredAdvanced internet research skills with an ability to analyze and evaluate situations reach sound conclusions and make appropriate recommendations to their supervisorKnowledge of the structure and content of the English language including the meaning and spelling of words rules of composition and grammarKnowledge of administrative and clerical procedures and systems such as word processing managing files and records stenography and transcription designing forms and other office procedures and terminologyAbilities Bilingual proficiency in EnglishSpanish is preferredStrong problem solving skills Sufficient skill in typing to complete a minimum of 25 30 wpmAbility to work across cultures and demonstrate support of diversity equity and inclusionExcellent organizational skills pays thorough attention to detail and is able to meet deadlines in a fast paced work environmentAbility to communicate clearly and articulately both written and orallyAbility to work independently as well as be a team playerComfortable building close relationships with managers and doctorsDemonstrate flexibility and ability to accept changes gracefullyOther Certifications and Experience High school diplomaGED equivalentBachelors degree in Business and Administration is preferred2 years of administrative experience salary determined by years of experience