Temp Full Time - Administrative Assistant

Administrative Assistant

The Administrative Assistant will provide support to the Sr. Executive Assistant to the President & CEO, Executive Office, and Administrative Office on a day-to-day basis, including confirming appointments, screening callers, preparing materials for executive meetings, processing and tracking requisitions, and maintaining executive files. As well as other duties assigned by the Sr. Executive Assistant as applicable.

Benefits:

• Free Medical, Dental & Vision
• 13 Paid Holidays + PTO
• 403 (B) retirement match
• Life Insurance, EAP
• Tuition Reimbursement
• Flexible Spending Account
• Continued workforce development & training
• Succession plans & growth within

Education:

• High school diploma or equivalent required; some college preferred.

Experience:

• Administrative and/or Assistant experience/ FQHC 1-2 years.
• Basic reading, writing, and arithmetic skills required.
• Extensive software skills in Microsoft Office and telephone protocol.
• Professional verbal and written communication skills and the ability to type 50 wpm.

Essential Duties And Responsibilities:

• Reads and routes incoming mail.
• Composes and types routine correspondence.
• Organizes and maintains file system, and files correspondence and other records.
• Scans contracts and distributes to the pertaining departments.
• Answers and screens telephone calls, and arranges conference calls.
• Coordinates schedules and makes appointments.
• Greets scheduled visitors and conducts them to the appropriate area or person.
• Arranges and coordinates travel schedules and reservations.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, records and transcribes minutes of meetings.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Maintaining mailing list.
• Prepares and submits executive office expense reports and mileage for the Sr. Executive Assistant, CEO.
• Process requisitions with proper documentation per procurement policy for purchase orders and place orders for the executive office as needed.
• Gathers all proper documentation for Blanket Purchase Order to be submitted for Annual budget submission
• Support with Submitting & Tracking Purchase Orders
• Supports Sr. Executive Assistant with daily tasks
• Steps in as Acting E.A for C-Suite support as needed
• Prepares Board of Directors Monthly Board Packets
• Communicates as translator to Board of Directors and patients as needed
• Support with Events: logistics, budget reports, vendor confirmations and set-up
• Lunch Pick-up for CEO
• Perform other duties as assigned.

Procurement, Vendor Setup & Accounts Payable Support:

• Support setup and onboarding of new billing-related vendors, including collecting W-9s, insurance certificates (as applicable), and required onboarding documentation.
• Obtain procurement quotes/bids in accordance with organizational purchasing procedures; document vendor comparisons and route for review/approval.
• Prepare and submit Accounts Payable requisitions and supporting documentation; track approvals and resolve issues with incomplete or returned requests.
• Maintain a lot of vendor requests, requisition status, and renewal dates (as applicable) to support audit-ready documentation.

Timekeeping, Expense & Travel Administration:

• Support timekeeping processes, including timecard approval workflows twice monthly and follow-up with staff/managers on missing or corrected entries.
• Process staff travel requests for offsite conferences, including approvals, registrations, itineraries, and related documentation.
• Submit and track department credit card expenses in Concur; ensure receipts, business purpose, and coding are complete and policy-compliant.

Budgeting & Data Support:

• Assist with annual budgeting activities by entering or validating data in budgeting software and coordinating due dates, templates, and supporting schedules.
• Compile basic departmental reports or trackers (e.g., vendor logs, staffing status, portal access lists) using Excel/Google Sheets or similar tools.

Payer Enrollment & Portal Administration:

• Activate, inactivate, and reactivate user accounts in health plan portals for clinic support staff (approximately 35 per week); maintain access logs and ensure timely updates based on role changes.
• Coordinate with the Payer Enrollment Manager and clinic leadership to resolve portal access issues and communicate status updates.
• Assist with enrollment for newly hired providers by distributing applications, ensuring completeness.
• Support the Payer Enrollment Manager by attending meetings with new payers and IPAs as needed and monitoring submitted applications for pending items.
• Complete mandatory quarterly attestations through provider portals, including Availity and Blue Shield provider connect.
• Organize payer contracts and prepare summaries.

Recruitment & Hiring Administration:

• Post requisitions for department positions in ADP (or designated HRIS), ensuring job details are complete and appropriately routed for approval.
• Screen resumes for minimum qualifications and forward candidate slates to hiring leaders; obtain selection decisions and document outcomes.
• Schedule interviews, coordinate panel availability, distribute interview materials, and communicate logistics to candidates.
• Follow up with HR on hire processing, pre-employment steps, and start-date coordination; provide administrative support through onboarding as requested.

Other:

• Maintain confidentiality of employees and patient-related information; handle sensitive operational and personnel items with discretion.
• Perform other duties as assigned to support department objectives and FQHC operational needs.

St. John's Community Health is an Equal Employment Opportunity Employer