Pacific Clinics Pasadena , CA 91101
Job Title: Administrative Assistant
Site/Program: All Departments
Reports To: Director/Manager or Designee
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Provides administrative support to assigned manager and designated department(s)/program(s).
Performs day-to-day administrative functions and general office duties including but not limited to typing general correspondences, memos, charts, tables, graphs, business plans, and related forms and/or documents. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Creates, maintains and prepares reports, contracts, proposals and other documentation for assigned manager and department(s)/program(s) as assigned.
Attends, records and prepares agendas/minutes for assigned department(s)/program(s) meetings. Makes arrangements and/or prepares necessary materials for meetings including but not limited to supplies and lunch at the request of manager or other designee.
Maintains proper filing of records and information as needed, including maintaining master files for all forms, policies and procedures and insure the confidentially of all documentation.
Answers calls for manager, takes messages or fields/answers all routine and non-routine questions.
Orders and maintains department supplies and arranges for equipment maintenance. Tracks expenditures for department supplies.
May coordinate and compile calendar for manager and assigned department(s)/program(s).
Provides backup and assists other departments with projects as needed.
Communicates effectively and promotes favorable interaction with managers, co-workers and others.
Attends and participates in staff meetings to provide input towards program development and staff training.
Reports to work on time and maintains reliable and regular attendance.
Models Pacific Clinics' approach, mission and core values in all communication and correspondence.
Communicates effectively in a competent and diverse consumer population and promotes favorable interaction with managers, co-workers and others.
Performs other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE/POSITION REQUIREMENTS:
A.A. degree in business administration or related field from an accredited institution or equivalent; minimum three (3) years previous office experience in an administrative capacity; or High School degree with a minimum of four (4) years of in an administrative capacity.
Ability to compose and set up correspondence and reports using correct form and grammar.
Excellent computer skills and demonstrated ability to work in Windows environment (including Work and Excel). Typing minimum 30wpm.
Excellent organizational and time management skills with the ability to work with a high level of productivity and accuracy/attention to detail and to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Excellent written and oral communication skills.
Bilingual skills in the appropriate language for the Clinics' clients may be required for some programs.
Must possess a valid California driver's license and maintain an insurable driving record under the Clinics' liability policy.
While performing the duties of this job the employee is frequently required to stand or sit. The employee is required to use hands to produce records and/or documentation in manual or electronic format. The employee must possess ability to ensure significant communication with the Clinics' community members. The employee must regularly lift and/or move up to 5 pounds and occasionally move or lift up to 10 pounds.
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 the essential functions.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate. Local business travel is also required.
A review of this description has excluded the marginal functions of the position that are incidental to job performance of the fundamental job duties. All duties and requirements are essential job functions.
This job description in no way states or implies that these are the only duties to be performed by this employee. The employee will be required to follow any other instructions and to perform any other duties requested by his or her manager and/or supervisor.
We provide equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, marital status, national origin, citizenship, veteran or qualified disabled veteran, ancestry, age (over 40), physical or mental disability (an impairment that limits a major life activity, medical condition (cancer-related or genetic characteristic), or any other classification protected by law. In addition, Pacific Clinics will provide reasonable accommodations for qualified