Administrative Assistant (COO)

JOB DESCRIPTION: Prepares, maintains, and distributes various reports, records, requisitions, and other documents pertinent to the department's daily operations.

SUPERVISION: Directly supervised by the Chief Operating Officer (COO).

TYPICAL PHYSICAL DEMANDS: Requires prolonged sitting stooping and bending. May require moving up to 25 pounds. Requires the use of office equipment, such as computer terminals, telephone and copiers, etc.

FUNCTIONS AND RESPONSIBILITIES:

• Receives, reviews, prioritizes, and distributes interoffice mail, emails, phone messages, etc.

• Interviews, screens, and refers callers; answers various inquiries; provides information on Center's services and functions; determines the nature of problems/complaints and refers to appropriate individual and/or department.

• Assists with the coordination of travel arrangements for COO and others. This includes the following:

• Registration fees for participants

• Hotel and Flights, if applicable

• Per diem rates

• Preparation of Travel Requisition

• Timely follow up on Travel Check distribution

• Transposes and coordinates the following monthly meetings for Chief Suite staff:

• Three (3) Provider Meetings (Medical, Dental and Behavioral Health)

• P&T Operational

• P&T Executive

• IT Governance

• Business Continuity

• Others when applicable.

• Prepares standing item reports for the previously mentioned meetings.

• Orders, verifies receipt of, and maintains department's office equipment and supplies

• Creates letters, emails, and other materials; composes and edits on screen, and prepares final copy of reports and correspondences.

• Assists the COO in completing timecards for their direct reports.

• Actively participates in the Employee Recognition Committee by attending monthly meetings, events, etc.

• Develops, maintains, and updates the department's filing system.

• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• Minimum of a bachelor's degree in public administration, finance, accounting, and/or related field from and accredited college or university.
• College education may be substituted for 3-5 years' experience as an assistant.
• Computer knowledge in graphs, charts, spreadsheets, etc.
• Effectively communicate both orally and in writing in the English and Spanish language preferred.
• Possess means of transportation.
• Valid Texas Driver's License, a good driving record and minimum liability insurance.

SKILLS AND ABILITIES:

• Ability to work independently and in a team environment;
• Ability to gather information and analyze data;
• Ability to professionally and accurately represent the Center, its mission, philosophy and services;
• Ability to demonstrate knowledge of Microsoft Office (Excel, Word, Publisher and Power Point);
• Must be able to understand and carry out verbal and written instructions;
• Modern office practices, procedures, methods, and equipment.
• Maintain confidentiality of information.
• Ability to work flexible hours.
• Must have excellent organizational and grammatical skills.
• Ability to manage time effectively and efficiently.