PACE Administrative Assistant

PACE Administrative Assistant

Working under the direct supervision of the PACE Center Director, the Administrative Assistant performs diverse complex clerical tasks to support the overall operation of the PACE Center. The Administrative Assistant must be well organized, be fully integrated with interdisciplinary team functions in the day-to-day operations, detail minded, adapt well to change, able to use critical thinking, be a multi-tasker and communicate effectively and professionally.

RESPONSIBILITIES:

PACE CENTER ADMINISTRATIVE

1. File/maintains Interdisciplinary daily morning minutes, Service Determination Request logs (corresponding paperwork), and weekly care plan schedule.

2. Facilitate communication between PACE Center Director, Bienvivir personnel, and general public.

3. Prepare and distribute interdepartmental reports, letters, forms, center closure flyers notifications, the Interdisciplinary daily morning meeting minutes and applications as directed by the PACE Center Director.

4. Maintain logs to include appeals, service determination requests and any specialty reports as needed. Ensure proper signatures are obtained.

5. Clerical support for designated committees to include recording and transcription of minutes, preparing the agenda, correspondence, committee records, sending meeting notices and submitting food requests when indicated.

6. Receives/screens visitors and all incoming calls, responds to inquiries, determines priority, and alerts PACE Center Director.

7. Receives, sorts, and routes internal and external mail for the PACE Center Director on a daily basis.

8. Manages PACE Center Director daily calendar to arrange meetings, appointments, and conferences. Alerts supervisor when scheduling conflicts are identified and recommends options to resolve noted conflicts.

9. Keeps Supervisor requests for time off organized and at the direction of the PACE Center Director ensure there is appropriate coverage. Assist with new employees under the supervision of the PACE Center Director (completing New Employee Orientation checklist).

10. Maintains appropriate office supply inventory and processes requisitions for office supplies and equipment, as needed, per established procurement protocols.

11. Provide IT assistance with appropriate staff and assist in Zoom Conference(s) room for any issues that may occur.

12. Assist with scheduling maintenance for copy machines on an as needed basis.

13. May assist in making travel arrangements including airline and hotel reservations, requesting advance travel funds, reconciliation of settlement claims and coordination with accounting staff, for PACE Center Director and Supervisors as needed.

14. Submit, pick-up, and distribute PPE to supervisors under PACE Center Director

15. Maintain monthly logs and send out notification to the proper disciplines for Lost and Found items.

16. Assign parking and maintain logs on an as needed basis.

17. Assign employee lockers and maintain logs on an as needed basis.

18. Transportation Requests – ensure the forms are filled out properly, there are no conflicts and sign off.

19. Assist with other clerical duties as assigned.

QUALITY CONTROL

20. Audits and reconciles reports for accuracy and completeness.

21. Utilize new electronic grievance/incident reporting system and provide assistance when needed. Work with QI to ensure reports are complete and unerring.

22. Assist PACE Center Director/QI/Auditor with any internal or external audits.

LICENSING/REGULATORY

23. Maintain Center Licensing Binder(s). Keeping abreast of expiration of licenses and providing notification to PACE Center Director and Vice President of Center Operations, etc.

24. Provides support, as appropriate, to Center operations overall regulatory compliance and survey readiness activities. Assists with collecting date and documentation of requested information during inspections ensuring material is properly accounted, indexed, and organized.

25. Care Planning: Run New Regs Report prior to care planning day to ensure all assessments have been completed; Run Care Plan Audit Report after care planning meeting and ensure all assessments have been signed; Track care plans that have been completed on the monthly I&A Schedule to ensure all care plans for the month are completed, forward to PACE Center Director for approval; Email weekly care plan sign in sheets to Transp. Manager; Update One Source for care plan assessments to be completed for the following month

26. Provide proper attention and assistance to the new Service Determination Request process for the assigned center(s). Keep accurate logs and communicate with the team to ensure process is followed accordingly.

CENTER BASE BACK UP SUPPORT

27. Provide back-up relief for Social Work Clerk and Vice President of Center Operations Administrative Assistant on an as needed basis, as instructed by the PACE Center Director.

28. Work with Vice President of Center Operations Administrative Assistant to ensure temperature logs are complete.

29. Work with Floor Manager/Lead to submit weekly ADA to Vice President of Center Operations Administrative Assistant.

SAFETY/ENVIRONMENT

30. Submit work orders to the Receptionist and communicate with Facility Manager regarding maintenance, housekeeping, and safety issues.

31. Coordinates and assists with facilitation of monthly fire drills to include record (i.e., sign in sheets, location of drill, findings) keeping of all data. Proper coordination with Dantek, Facility Manager and Emergency Preparedness Coordinator (i.e., outlook appointment reminders).

32. Generate Furniture Request Forms when ordering new furniture/keys/equipment.

33. Generate Capital of Equipment Forms when transferring furniture/equipment from one center/department to another.

QUALIFICATIONS / REQUIREMENTS:

1. High school graduate or equivalent supplemented by training in office procedures.

2. Minimum of (3) years' experience as an assistant supporting administrative operations and complex office practices and procedures.

3. Bilingual (English/Spanish) preferred.

Required Skills

KNOWLEDGE, SKILLS, AND ABILITIES:

1. Knowledge of/and experience in standard office practices and procedures. 2. Ability to meet deadlines and adhere to schedules. 3. Effective typing skills with ability to operate basic office equipment. 4. Efficient and resourceful work approach, utilizing critical thinking skills to problem solve and prioritize completion of assigned tasks. 5. Excellent listening and verbal communication skills; ability to work well with others and follow directions. 6. Must have reliable transportation