Administrative Support Assistant

Administrative Support Assistant

The incumbent works in a highly independent capacity to perform administrative work, which includes management of the Director's schedules and day-to-day plans.

The incumbent provides administrative support to the 3 DHSM Directors and 11 section Chiefs in Cardiology, Pulmonary, Gastroenterology, General Medicine, Hospital Medicine, Geriatrics, Infectious Disease, Rheumatology, Nephrology, and Endocrinology.

The incumbent identifies schedule/time required, estimates resource required.

Develops plans or schedules using standard references and existing information.

Assists and updates office documents, standard operating procedures and related materials.

Reviews, analyzes and evaluates the accomplishments of various office administrative functions, such as records management, reports control, form control and administrative standard operating procedures

Advise personnel on proper maintenance and control of records.

Periodically surveys records maintained throughout the assigned divisions for compliance with established regulations and procedures, noting deficiencies, inadequate or underutilization of filing cabinets and other file storage equipment.

Initiates actions to correct deficiencies.

Certifies multiple fund control points in OLCS and will track contract expenditures and transactions.

Acts as a liaison with persons and/or groups within and outside of an organization or office.

Maintains communications with persons and groups from both within and outside the organization.

Process, edit, and format incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication including the following: edit letters, compose letters, and reports; review correspondence for accuracy and completeness; and develop standard or form letters; and reply to inquiries.

Routinely collects, compiles and tracks data on staff performance measures such as meeting attendance, training, timekeeping, and generates reports.

Work Schedule: Monday - Friday, 7:30am - 4:00pm or 8:00am - 4:30pm, PST

Virtual: This is not a virtual position.

Position Description/PD#: PD209670

Relocation/Recruitment Incentives: Not Authorized