Department Assistant

Title: Department Assistant


Reports To: Senior Executive Assistant


Department: Administration


Employment Status: Non-Exempt


Position Summary :


This position provides a broad range of administrative duties, including recordkeeping functions, and support of administrative tasks for various departments. Reports directly to the Senior Executive Assistant.


Essential Functions & Responsibilities :

• Accurately type correspondence, reports, letters, contracts, minutes, lists, form's, and other documents from written drafts or as directed--both for routine tasks as well as special major projects.
• Maintain and order office supplies, maintain office organization, and coordinate with managers to keep the department running efficiently.

• The ability to prioritize tasks, multitask, and manage multiple calendars and filing systems is crucial for keeping the office running smoothly.
• Distributes department correspondence (mail, fax) to appropriate departments.
• Maintain effective filing systems (hard-copy and/or computerized systems) to ensure access to relevant records and information.
• Provide administrative support functions for administrators and staff by effectively carrying out a variety of general office duties as needed.
• Adapt to new work situations, people, ideas, procedures, and organizational structures, in order to accommodate a number of unique individuals in an evolving work environment.
• Collaborates with the Senior Executive Assistant to ensure seamless administrative coverage and to guarantee completion of all core clerical tasks.
• Performs other related duties as assigned.

Job Qualifications/Requirements :

To perform this job successfully, the individual must be able to perform essential duty satisfaction. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Professional positive attitude, understanding of customer service principals, trustworthiness and excellent interpersonal skills.
• Excellent keyboard skills. Proficiency in Microsoft Office and Microsoft Excel.
• Accuracy and dependability required.
• Must have the ability to work well with others in a busy environment as well as independently with minimal supervision.
• Demonstrates flexibility and working in a collaborative manner.
• Ability to communicate effectively both verbally and in writing. Ability to read, analyze and interpret policies and procedures.
• Ability to maintain patient/staff confidentiality

Education :

• High School diploma or GED equivalent necessary with advanced education in secretarial and administrative curriculum preferred.

Experience :

• Minimum 2 years of proven administrative experience, ideally within a medical setting, clinic, or hospital.

Language Skills : Must speak, write and read English proficiently. Spanish preferred but not required.

Teleworking : This position may require teleworking if requested.

Standard Requirements:

• Supports an ethical standard, which complies with a code of conduct free of conflicts of interest.
• Supports the Mission and Values of Community Health & Wellness Center.
• Supports, cooperates with, and/or implements specific procedures and programs for:
  • Safety, including universal precautions and safe work practices, established fire/safety/disaster plans, risk management, and security, report and/or correct unsafe working conditions, equipment repair and maintenance needs.
  • Confidentiality of all data, including patient, employee and operations data.
  • Quality Assurance and compliance with all regulatory requirements.
  • Compliance with current law and policy to provide a work environment free from harassment and all illegal and discriminatory behavior.

• Cooperates and works together with all co-workers;
• Plans and completes job duties with minimal supervisory direction, including appropriate judgment.
• Uses tactful, appropriate communications in sensitive and emotional situations.
• Follows up as appropriate with supervisor and co-workers regarding reported complaints, problems and concerns.
• Promotes positive public relations with co-workers, patients, family members and guests.

Physical Effort/Environment:

Physical Demands - (More than 4 hours per day) - Requires walking, bending, sitting, standing, writing, reading, telephone use, data input into computer, and high level of audio and visual acuity. Moderate physical activity. Requires handling of average-weight objects up to 25 pounds.


Manual Dexterity Required - Ability to use a keyboard, computer, and telephone and other duties that require fine motor skills.

Virtual Environment - Proficient in utilizing virtual meeting platforms (Teams, Zoom, etc) for CHWC-related meetings, training, etc.

Last revision: July 14, 2026 - KR


General Competencies-All Staff

To perform the job successfully, an individual should demonstrate the following competencies and skill sets:

Skill Set; Communications

Oral Communication - The ability to express oneself clearly in conversations and interactions with others. Speaks clearly and can be easily understood; requires good listening skills. Organizes ideas clearly in oral speech. Expresses ideas concisely in oral speech. Summarizes or paraphrases his/her understanding of what others have said to verify understanding and prevent miscommunication. Has a pleasant and respectful attitude when: communicating with coworkers, patients and internal/external clients.

Written Communication - The ability to express oneself clearly in business writing. Expresses ideas clearly and concisely in writing. Organizes written ideas clearly and signals the organization to the reader (e.g. through an introductory paragraph or through the use of headings). Writes using concrete, specific language. Spells correctly. Writes grammatically. Uses punctuation correctly.

Interpersonal Awareness - The ability to notice, interpret, and anticipate others' concerns and feelings, and to communicate this awareness empathetically to others. Understands the interests and important concerns of others. Notices and accurately interprets what others are feeling, based on their choice of words, tone of voice, expressions, and other non-verbal behavior. Understands the unspoken meaning in a situation. Says or does things to address others' concerns.

Customer Orientation - The ability to demonstrate concern for satisfying one's external and/or internal customers. Quickly and effectively solves customer problems. Talks to customers to find out what they want and how satisfied they are with what they are getting. Lets customers know he/she is willing to work with them to meet their needs. Helpful, positive manner with peers, subordinates and customers.

Skill Set; Achieve Results

Technical Expertise - The ability to demonstrate depth of knowledge and skill in key work process areas. Is sought out as an expert to provide advice or solutions in his/her area. Is knowledgeable in the tools used to support key work processes. Can train and coach key work processes to staff in their area. Is aware and follows agency policy and procedures consistently.

Initiative - Identifying what needs to be done and doing it before being asked or before the situation requires it. Seeks out others involved in a situation to learn their perspective. Takes independent action to change the direction of events.

Results Orientation - The ability to focus on the desired results of one's own work, setting challenging goals, focusing efforts on the goals, and meeting or exceeding them. Maintains commitment to goals in the face of obstacles and frustrations. Finds or creates ways to measure performance against goals. Has a strong sense of urgency about solving problems and completing assigned work.

Thoroughness - Ensuring that one's own work and information are complete and accurate. Sets up procedures to ensure high quality of work (e.g. review meetings). Verifies information. Checks the accuracy of own work. Develops and uses systems to organize and keep track of information or work in progress. Carefully prepares for meetings and presentations.

Skill Set; Self-Management

Stress Management - The ability to continue to function effectively when under pressure and maintain self-control in the face of hostility or provocation. Remains calm under stress. Can effectively handle several problems or tasks simultaneously. Controls his/her response when criticized, attacked, or provoked. Maintains an appropriate sense of humor under difficult circumstances.

Personal Credibility - Demonstrated concern that one be perceived as responsible, reliable, and trustworthy. Does what he/she commits to doing. Is honest and forthright with people. Takes responsibility for own mistakes; does not blame others. Conveys a command of the relevant facts and information. Accepts direction and delegated tasks and is receptive to constructive criticism.