Clinical Services Administrative Assistant

: DESCRIPTION DESCRIPTION: Prepares, maintains, and distributes various reports, records, requisitions, and other documents pertinent to clinic operations. SUPERVISION: Directly supervised by the Chief of Clinical Services. TYPICAL PHYSICAL DEMANDS: Typically requires stooping, bending, reaching, kneeling and ability to move 25 pounds. Requires the use of office equipment including the printer, copier, fax, computer, calculator and telephone. DUTIES FUNCTIONS AND RESPONSIBILITIES:

• Assists the Chief of Clinical Services (CCS) and Director of Nursing (DON) with Center projects in writing and preparing letters, Center meeting agendas, transcribing minutes, status reports (i.e. CPIRM, Infection Control (IC) and Safety, etc.), timekeeping requests and reports, and other communications.
• Receives, reviews, prioritizes, and distributes correspondence.
• Interviews, screens, and refers callers; answers various inquiries personally; provides information on Center's services and functions; determines the nature of problems/complaints and refers to appropriate department.
• Coordinates and schedules travel arrangements and meetings and makes arrangement for meetings.
• Provides assistance with Center meetings and clinical operations projects.
• Assists CCS and DON with submission of timecards to Human Resources for payroll purposes.
• Orders, verifies receipt of, and maintains department's office equipment and supplies; places supply orders and initiates service calls on copiers, personal computers, printers, telephones, etc.
• Coordinates and participates in educational and promotional activities.
• Coordinates communication with other departmental/organization staff via email and/or interoffice mail.
• Performs other duties as assigned.

SKILLS AND ABILITIES:

• Ability to work independently and in a team environment;
• Ability to gather information and analyze data;
• Ability to professionally and accurately represent the Center, its mission, philosophy and services;
• Ability to demonstrate knowledge of Microsoft Office (Excel, Word, Publisher and Power Point);
• Must be able to understand and carry out verbal and written instructions;
• Business English, spelling, and arithmetic.
• Modern office practices, procedures, methods, and equipment.
• Maintain confidentiality of information.
• Ability to work flexible hours.
• Must have excellent organizational and grammatical skills.
• Ability to manage time effectively and efficiently.

QUALIFICATIONS MINIMUM QUALIFICATIONS:

• Minimum of a bachelor's degree in public administration, finance, accounting, and/or related field from and accredited college or university.
• College education may be substituted for five years' experience in an office setting.
• Computer knowledge in graphs, charts, spreadsheets, etc.
• Effectively communicate both orally and in writing in the English and Spanish language preferred.
• Possess means of transportation.
• Valid Texas Driver's License, a good driving record and minimum liability insurance.

FUNCTIONS AND RESPONSIBILITIES:

• Assists the Chief of Clinical Services (CCS) and Director of Nursing (DON) with Center projects in writing and preparing letters, Center meeting agendas, transcribing minutes, status reports (i.e. CPIRM, Infection Control (IC) and Safety, etc.), timekeeping requests and reports, and other communications.
• Receives, reviews, prioritizes, and distributes correspondence.
• Interviews, screens, and refers callers; answers various inquiries personally; provides information on Center's services and functions; determines the nature of problems/complaints and refers to appropriate department.
• Coordinates and schedules travel arrangements and meetings and makes arrangement for meetings.
• Provides assistance with Center meetings and clinical operations projects.
• Assists CCS and DON with submission of timecards to Human Resources for payroll purposes.
• Orders, verifies receipt of, and maintains department's office equipment and supplies; places supply orders and initiates service calls on copiers, personal computers, printers, telephones, etc.
• Coordinates and participates in educational and promotional activities.
• Coordinates communication with other departmental/organization staff via email and/or interoffice mail.
• Performs other duties as assigned.

SKILLS AND ABILITIES:

• Ability to work independently and in a team environment;
• Ability to gather information and analyze data;
• Ability to professionally and accurately represent the Center, its mission, philosophy and services;
• Ability to demonstrate knowledge of Microsoft Office (Excel, Word, Publisher and Power Point);
• Must be able to understand and carry out verbal and written instructions;
• Business English, spelling, and arithmetic.
• Modern office practices, procedures, methods, and equipment.
• Maintain confidentiality of information.
• Ability to work flexible hours.
• Must have excellent organizational and grammatical skills.
• Ability to manage time effectively and efficiently.