Administrative Assistant

Title: Administrative Assistant

Job Summary: Under the supervision of the [insert direct report job title] (acronym), the Administrative Assistant (AA) of Omni Family Health (Omni) provides general operational and administrative support to a growing network of state-of-the-art health centers serving California's Central Valley. As a member of the organization's [insert dept. name] Department, the AA is responsible for providing front office reception and administrative support, including greating guests, answering phone calls, and directing inquiries appropriately to ensure efficient daily operations. This role also supports general office functions and delivers professional service to internal staff and external stakeholders.

Job Duties:

• Serves as the primary point of contact for front office operations by welcoming visitors, answering and routing incoming phone calls, responding to inquiries, and directing individuals to the appropriate department or personnel.
• Maintains front office operations and environment by ensuring a clean, organized, and professioinal reception area in compliance with organizational procedures and standards.
• Manages incoming communications and correspondence, including receiving, sorting, and distributing mail, deliveries, and messages in a timely manner. This includes receiving and signing for subpoenas as required, and ensuring adherence to established protocols for the receipt, tracking, and processing of legal documents.
• Maintains security and visitor access protocols by monitoring entry points, managing visitor logs, issuing badges, and adhering to established procedures.
• Responds to patient concerns and complaints in person or through other communication channels, providing appropriate assistant and directing issues to the appropriate individual or department for resolution in accordance with established procedures.
• Provides general administrative support to staff and leadership, ensuring the efficient flow of information, reports, and documentation across departments.
• Maintains and organizes administrative files and records (physical and electronic) in accordance with company policies, ensuring accuracy, confidentiality, and accessibilty for follow-up.
• Performs data entry and records management tasks, including maintaining departmental files, purchase orders, inventory records, accounts payable documentation, and other administrative systems as assigned.
• Retrieves and compiles information from records, emails, and documents, and prepare summaries or reports as requested.
• Provides support for departmental and organizational projects by coordinating tasks, tracking progress, compiling relevant information, and assisting in the timely execution of project activities.
• Coordinates meetings and schedules, including managing calendars, arranging meeting and conference room space, and organizing travel or appointments as requested.
• Supports meeting logistics and preparation, including developing agendas, coordinating materials, and arranging food or supplies as needed.
• Manages office supply inventory and ordering, ensuring adequate stock levels and timely replenishment of administrative and reception supplies.
• Operates and maintains general office equipment, including copiers, fax machines, and mail processing equipment.
• Coordinates facility-related needs by communicating with building or property management regarding maintenance or operational issues.
• Prepares and proofreads reports, correspondence, and other documents to ensure accuracy, clarity, and professionalism; may transcribe dictation as needed.
• Provides cross-coverage and support to other Adminstrative Assistants or similar roles as needed, ensuring continuity of front office and administrative operations during absences, breaks, or periods of increased workload.
• May assist with timekeeping functions, including reviewing and processing employee timecards for accuracy and completeness, and coordinating with supervisors to resolve discrepancies as needed.
• Responds to and resolves routine administrative inquiries, providing accurate and timely information to staff and external contacts.
• Ensures the department provides cohesive support to the mission, vision, and core values while delivering superior customer service.
• Works closely with all corporate branches, divisions, and/or departments in accordance with Omni's policies and procedures.
• Other duties and/or responsibilities as the AA may be assigned from time to time.
• Some travel may be required.

Additional Duties:

• Health Insurance Portability and Accountability Act (HIPAA) Compliance: Responsible for maintaining abreast of and in compliance with all HIPAA regulations and requirements.
• Compliance: Ensures compliance with all local, state, and federal regulations.
• Quality Assurance/Quality Improvement (QA/QI): Participates as required in QA/QI activities and contributes towards the overall quality improvement initiatives of the organization.
• Information Technology (IT): May be required to learn and use the electronic health record and its components as required by the job functions and highlighted in the policies and procedures. These components include NextGen, Practice Management System (PMS), Quality Systems Inc. (QSI), and other electronic features as they are developed and implemented, as applicable to work environment.
• Patient Centered Medical Home (PCMH): All employees will participate in PCMH at Omni Family Health.
• Audits: Contributes torequired Health Resources and Services Administration (HRSA), Operational Site Visit (OSV), The Joint Commission (JC), and other audit events.

Qualifications, Education, and Experience:

• High School Diploma or GED certification.
• Two (2) years of administrative or reception experience, preferably within a Federally Qualified Health Center (FQHC), healthcare, or nonprofit setting.
• Proficient in basic office equipment and systems (e.g., copiers, scanners, printers, telephone systems, etc.).
• Proficient in Microsoft Office Suite (e.g., Word, Outlook, Excel, PowerPoint, etc.).
• Ability to take dictation and demonstrate accurate typing skills (minimum 55 WPM).
• Bilingual in English and Spanish preferred.

Skills/Competencies:

• Strong organizational and time management skills with the ability to prioritize multiple tasks and meet deadlines.
• Excellent verbal and written communication skills.
• Ability to provide professional and responsive customer service to internal and external stakeholders.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Effective problem-solving skills and ability to respond to inquiries and resolve routine issues independently.

Service Commitments:

• Must be alert and respect confidentiality of information of all types "General personnel, and/or patient related information."
• Promotes and believes in Omni Family Health mission statement.
• Ability to relate to the public regardless of race, ethnicity, religion, age, sex, disability, or economic status.

Responsible to: Senior Director of Human Resources

Classification: Nonexempt