The Health Services Administrative Assistant serves as administrative support for the Health Services Executive Leadership Team. They play an important role in organizing, managing, and keeping the office running smoothly. The Administrative Assistant takes a lead role in scheduling room reservations within the Community Health Center.

Duties Include:

Assist Health Services Executive Leadership Team:

• Prepare communications, presentations, and other documents.
• Receive calls, route correspondence, provide reminders, and maintain files. 
• Manage and maintain meeting reminders, agendas, meeting summaries, and files. 
• Make travel arrangements.
• Arrange and coordinate meetings and events.
• Receive and interact with incoming visitors.
• Liaise with internal staff at all levels.
• Efficiently use technology such as MS Office 365, including Teams, Email, shared folders and calendar.

General duties: 

• Greet visitors and answer telephone calls. 
• Process mail and order postage.
• Inventory and order office supplies. 
• Route inter-office documents. 
• Schedule and maintain room reservations within the Community Health Center
• Operates and maintains office equipment, including printers, copiers, and fax machines.
• Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
• Research as requested and compile and summarize information for reports or presentations.
• Works closely with other administrative staff and supports other colleagues as needed.
• Works with sensitive information with discretion to maintain confidentiality.
• Presents a positive and professional image for the organization.

Meeting Coordination:

• Coordinate and assist with Health Advisory Committee (HAC) and Health Leadership meetings and agendas, arrange food, take meeting minutes, and maintain HAC files.

Accounts Payable: 

• Perform backup Accounts Payable functions, including timely payment processing in Great Plains, vendor relations, and accounts reconciliation. 
• Filing of paperwork and other documents.

Remote Work:

• This position is eligible for situational remote work as needed. The schedule must be discussed with and approved by supervisor and director and may be subject to change depending on role and department need.

Other duties as assigned.

Education and Certifications:

• High School Diploma or GED required
• WA State driver’s license

Experience:

• One year experience in a clinical or office setting is desired. 
• One year experience with accounts payable functions desired.
• Proficient computer skills. Familiarity with computer systems such as Word, Excel, Great Plains and NextGen is desired.
• HIPAA compliance awareness is necessary.
• Basic understanding of health clinic operations is highly desired. Knowledge of standard office administrative practices and procedures necessary. 
• Organizational and planning skills, communication skills, information gathering and monitoring skills, attention to detail and accuracy, and adaptability necessary.
• Interpersonal Relationship Ability:  Ability to interact with others professionally and compassionately, maintain confidentiality, and work well as a team member. 

Physical Requirements:

• Regularly required to finger, handle, reach with hands and arms
• Frequently required to walk, sit, stand.
• Occasionally required to lift and move up to 25 pounds.
• Normal audio and visual acuity

Travel Requirements:

• Local, Statewide, and out-of-state travel may be required.