Administrative Assistant (COO)

Administrative Assistant (COO)

Central Clinic (Admin) - Laredo, TX 78041

Overview

Position Type Full Time

Description

Prepares, maintains, and distributes various reports, records, requisitions, and other documents pertinent to the department's daily operations. Supervision: Directly supervised by the Chief Operating Officer (COO). Typical Physical Demands: Requires prolonged sitting stooping and bending. May require moving up to 25 pounds. Requires the use of office equipment, such as computer terminals, telephone and copiers, etc.

Functions and Responsibilities

• Receives, reviews, prioritizes, and distributes interoffice mail, emails, phone messages, etc.
• Interviews, screens, and refers callers; answers various inquiries; provides information on Center's services and functions; determines the nature of problems/complaints and refers to appropriate individual and/or department.
• Assists with the coordination of travel arrangements for COO and others. This includes the following:
  • Registration fees for participants
  • Hotel and Flights, if applicable
  • Per diem rates
  • Preparation of Travel Requisition
  • Timely follow up on Travel Check distribution
• Transposes and coordinates the following monthly meetings for Chief Suite staff:
  • Three (3) Provider Meetings (Medical, Dental and Behavioral Health)
  • P&T Operational
  • P&T Executive
  • IT Governance
  • Business Continuity
  • Others when applicable.
• Prepares standing item reports for the previously mentioned meetings.
• Orders, verifies receipt of, and maintains department's office equipment and supplies
• Creates letters, emails, and other materials; composes and edits on screen, and prepares final copy of reports and correspondences.
• Assists the COO in completing timecards for their direct reports.
• Actively participates in the Employee Recognition Committee by attending monthly meetings, events, etc.
• Develops, maintains, and updates the department's filing system.
• Performs other duties as assigned.

Qualifications

Minimum Qualifications:

• Minimum of a bachelor's degree in public administration, finance, accounting, and/or related field from an accredited college or university.
• College education may be substituted for 3-5 years' experience as an assistant.
• 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.

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;
• 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.