Job Details
Level
Entry
Job Location
Adminstrative Office
– Los Angeles, CA
Remote Type
N/A
Position Type
Undisclosed
Education Level
2 Year Degree
Salary Range
$17.31
– $19.71 Hourly
Travel Percentage
Undisclosed
Job Shift
Day
Job Category
Undisclosed
Description
POSITION: Administrative Assistant
STATUS: Non-exempt; Full Time
REPORTS TO: Compliance/Executive Assistant
SUPERVISES: None
DEPARTMENT: Administration
OFFICIAL DUTY STATION: Administrative Office
SUMMARY:
This position provides administrative support to the Compliance/Executive Assistant in multiple assignments of different activities and tasks associated with Administration.
Administrative Assistant shall perform duties based on APHCV’s policies and procedures.
APHCV expects all employees to respond and participate to emergency situation per emergency policies and procedures.
DUTIES AND RESPONSIBILITIES:
A.
Records Management and Retention
1.
File, organize, maintain, and retrieve documents, records, and reports for Administration, CEO, Medical Director, Director of Clinic Operations
2.
Retrieve Administration related documents, records, reports, per the request of other Department/Unit managers/supervisors.
3.
Assist in records retention and destruction of administrative documents per applicable APHCV policies and procedures.
4.
Maintain organization and filing, both in paper and digital format, of organizational meeting materials (e.g.
Board of Directors, Strategic and Annual Planning, Total Quality Management Committee, Medical Department Staff Training/Meeting, Provider QI/QA and Education Meeting, Peer Review Committee Meeting, Pediatric Health QI/QA Committee, and Women’s Health QI/QA Committee)
B.
Administrative and Logistical Support
1.
Assist the Compliance/Executive Assistant in compliance activities, including but not limited to:
a.
Conducting internal audits to ensure that Departments/Units are complying to their respective policies and procedures (e.g.
Exit Process for Non-Employee Procedure, Key Control, Conflict of Interest Procedure, Staff Training Procedure, Inventory of Equipment Containing ePHI Procedure, etc.).
b.
Run the Business Search, Excluded Parties List System (EPLS), List of Excluded Individuals/Entities (LEIE), and Suspended and Ineligible Provider List checks on
consultants, contractors, and vendors via the California Secretary of State, System for Award Management (SAM), HHS Office of Inspector General, and California DHCS Medi-Cal websites, respectively.
c.
Check Compliance Boxes at all APHCV sites monthly.
d.
Check Compliance Line for any compliance-related voicemail messages.
2.
Assist in the review and implementation of policies and procedures in Health Dox.
a.
Review and edit policies and procedures to ensure spelling, grammar, and formatting is correct prior to publishing
3.
Assist in planning and scheduling meetings, teleconferences, and conferences
4.
Develop PowerPoint presentations as directed by Compliance/Executive Assistant and by Supervisors for Monday Supervisor Training
5.
Sort CEO, Medical Director, and Director of Clinic Operations’ mail and correspondences
6.
File various clinic related reports received from Health Care LA, IPA (HCLA) and MHLA in SharePoint and notify respective clinic staff
7.
Assist in handling proposals, contracts, agreements, amendments, etc.
8.
Assist in responding to general inquiries and requests.
9.
Assist in drafting and copying letters, documents, etc.
10.
Assist in developing the agenda, arrange lunch, setting up meeting room, and taking minutes for the Provider QI/QA and Education Meeting, Pediatric Health QI/QA Committee, Women’s Health QI/QA Committee, and Board of Directors Meeting.
11.
Assist in developing the agenda, setting up meeting room, and taking minutes for Medical Department Staff Training/Meeting and Peer Review Committee Meeting
12.
Assist in completing applications, renewal applications, and processing fees for the following types of licenses and certificates:
a.
California Department of Public Health (CDPH) Clinic/Health Facility License for all clinic sites
b.
CDPH Clinical Laboratory Registration for all clinic sites
c.
Board of Pharmacy Clinic Permit for all clinic sites
d.
Drug Enforcement Agency (DEA) Registration for BHC, ERHC, and LFHC
e.
The Centers for Medicare & Medicaid Services (CMS) Clinical Laboratory Improvement Amendments (CLIA) Certificate for the organization
f.
California Department of Tax and Fee Administration (CDTFA) Environmental Fee for the organization
13.
Assist in completing applications/forms for clinic programs for APHCV clinic sites such as CHDP, MHLA, and other payor programs.
14.
Assist in maintaining, updating, and renewing/reapplying agency’s general information recorded in external entities.
15.
Prepare Administration related invoices for payment
16.
Review, copy, and mail out all agency checks
a.
Check EPLS, LEIE, and Suspended and Ineligible Provider List for new vendors and ensure vendor is clear before check is mailed out
b.
Track number of checks mailed out for each Department/Unit.
17.
Sort and distribute incoming HR/Admin fax correspondences
18.
Provide Administrative Office front desk support (e.g.
greet visitors, provide security name tags according to APHCV’s policies and procedures) as back-up when Facility staff are not available.
C.
Miscellaneous
1.
Provide various support for meetings and special projects as assigned by Compliance/Executive Assistant.
2.
Other duties as assigned by the Compliance/Executive Assistant.
PERFORMANCE EXPECTATIONS:
Maintain professionalism and excellent customer service at all times with visitors and staff regardless of cultural, educational, socio-economic and linguistic background.
Mail out all agency checks within 1-2 business days or as directed by check requester.
Respond and/or send out any requested Administrative related documents, information, correspondences on or before the deadline.
Maintain high level attendance pattern and punctuality to ensure the department is accurately covered at all times.
Ensure all non-employees are checked-in correctly per HRSP2102 Non Employee (Who Neither Borrows APHCV Property nor Accesses Sensitive Information Check in Procedure
Qualifications
QUALIFICATIONS:
Minimum of Associates degree or two-year experience in administrative function
Experience in handling confidential information with appropriate diligence
Possess professionally acceptable written and verbal communication skills
Must take initiative and be self-directed
Demonstrated ability to adapt to rapidly changing priorities
Organizational and detail skills
High energy level and ability to work in a team environment
Ability to work in a fast paced environment under pressures and strict deadline
Ability to prioritize work well focusing on task that needs to be done timely.
Working knowledge of Microsoft Office applications (particularly Word, Excel, and PowerPoint)
HR PROCEDURAL REQUIREMENTS:
Legal authorization to work in the United States
A valid California Driver’s license with clean records and access to insured automobile
Completion of APHCV Health Assessment Form
Completion of DOJ background check
SKILLS PREFERRED:
Multi-tasking and time management skills
Problem-solving skills
Proficient in English spelling and grammar
PHYSICAL REQUIREMENTS:
Must be able to materially perform the task normally associated with the position including but not limited to: lifting up to 25 lbs.