Administrative Assistant - Flagstaff (Elk Ridge) - Administration

The Administrative Assistant is responsible for performing administrative support and clerical duties of low to moderate complexity for the assigned department, program, or unit and its varied operations. In this role, the Administrative Assistant may be required to fulfill various administrative or clerical assignments and/or functions, such as a receptionist, clerical, administrative, or cashiering position. Completing these administrative or clerical functions, duties, and assignments follow well-established procedures and require limited judgment in their execution. The Administrative Assistant in this position will perform all functions and responsibilities of the position at a location assigned by management.

The Administrative Assistant in this position works with general supervision and review, and any work problems involving departures from standard policies, interpretations, or procedures are presented to the supervisor for resolution and direction.

The primary goal of the El Rio Health Administrative Assistant is to support El Rio's Mission of providing comprehensive, quality health care that is affordable and accessible to all who may have healthcare needs, by successfully performing the primary essential functions.

Essential Job Functions:

• Performs all assigned administrative and clerical duties, tasks, responsibilities, and assignments supporting department, program, or unit operations within established time frames; meeting established rates of performance for the quality and quantity of work for the position; demonstrating a level of self-initiative, quality, efficiency, and accuracy in the employee's job performance that ensures the highest standards of excellence.

• Maintains at all times organizational, employee, and/or patient confidentiality by controlling the environment and information being disclosed to authorized individuals ensuring compliance with all HIPAA and corporate compliance standards, as well as generally accepted human resources confidentiality standards.

• Understands and complies with all organizational Code of Conduct standards, Policies and Procedures, and Service Excellence requirements with all patients, visitors, employees, and internal/external clients or representatives.

• Demonstrates the knowledge, understanding, and technical skills to complete all administrative and clerical duties, tasks, responsibilities, and assignments working with office equipment, operating systems, organizational programs and/or business software, such as:

• Answers telephones, schedules appointments, and confirms appointments.

• Provides administrative support to other staff members in the performance of their assignments and departmental operations supporting patients, visitors, employees, and internal/external clients or representatives:

• Operates general and specialized office equipment such as: computers, copiers, multifunction printers, or postal equipment.

• Performs administrative or clerical tasks and projects, as assigned or requested, supporting the distribution of reports, summary information, and correspondence to departmental staff or other internal/external clients or representatives, such as:

• Performs data entry for departmental, program, or unit spreadsheets ensuring effective operational use and reporting, and maintains operational data integrity and standards;

• Generates scheduled or ad hoc informational reports utilizing standardized reports available in the operating systems, organizational programs and/or business software;

• Creates administrative files and performs ongoing file maintenance;

• Maintains office or departmental supply inventories; orders and tracks receipt of supplies, distribution, and usage;

• Maintains departmental, program, or unit operational and/or equipment logs.

• Performs the scheduling and coordination of assigned departmental, staff, and ad-hoc meetings; assisting with coordinating and scheduling room availability, printing and distributing agendas, preparing and distributing information packets, while maintaining all filing and maintenance of departmental records and documents.

• Demonstrates an understanding of and proficiency with the application of all Joint Commission Accreditation standards and reporting requirements applicable to an Administrative Assistant position.

• Demonstrates an exceptional level of customer service; answering and responding to all incoming calls, emails, and inquiries in a timely and effective manner, responds to requests for support providing general information in response to inquiries; referring technical inquiries or complaints to the appropriate department member for resolution.

• Consistently acknowledges and greets patients/visitors/clients in a warm professional manner by maintaining eye contact, and a friendly professional smile, serving as a positive role-model at all times;

• Communicates effectively through written, verbal, and interpersonal skills as applied when interacting with patients or visitors, employees, and internal/external clients or representatives, successfully conveying and exchanging information in a positive manner.

• As a team player demonstrates self-initiative by being aware the work environment in order to assist co-workers and others while maintaining and enhancing a respectful and positive attitude in the work environment.

• Performs the processing, submission, and tracking of documents, such as: invoices, requisitions, or work orders within established limits and procedures; obtains appropriate approvals and completes submission of the respective documents to the correct department for payment.

• When so assigned, gains and maintains a proficient and comprehensive understanding of all organizational money handling policies and procedures, ensuring compliance at all times, while demonstrating a high level of accuracy and minimal error rate. Examples include:

• Accurately handles all cash, checks, or bankcards for payment; completes check and bankcard transactions according to established procedures; collecting copayments and coinsurance amounts from patients, ensuring issuance of required receipts for all funds received and transactions;

• Maintains sufficient amounts of change in cash drawer, balancing assigned cash drawer and receipts with consistently high level of accuracy at all times; documenting and communicating any discrepancies with a cash drawer balance;

• Prepares daily account deposit documents; confirming all currency and deposit totals in compliance with all established cash handling policies and procedures.

Other Duties and Responsibilities:

• In support of the Mission and Vision of El Rio Health, will at all times represent themselves as a professional role model of El Rio Health serving as a positive informational source for members of the community.
• Supports El Rio by participating in community events which promote good health and which contribute to a broader awareness and understanding of El Rio Health and the many services provided to the community.
• Participates in all appropriate health care activities related to El Rio Health on a local, state, and national level to maintain and enhance El Rio's image with health agencies, professional associations, and the general public.
• Ensures and supports the cost-effective use of materials, supplies, and equipment by limiting waste of all organizational supplies and resources.
• Employees must maintain their skills proficiency with El Rio operating systems and/or software programs by adapting to changing requirements and successfully learning and demonstrating new skills in response to software, system, and program improvements or upgrades.
• Performs other duties as assigned.

This job description has been reviewed to ensure that the minimum essential functions and basic duties have been included to successfully perform the duties, tasks, assignments, and responsibilities of this position. Additional functions, duties, tasks, or requirements may be assigned by supervisors as deemed appropriate to meet organizational operations.

Minimum Education and Experience:

• High School Diploma or General Education Diploma (G.E.D.).
• One (1) year of experience in a clerical or administrative office, preferably in a healthcare environment

If applicable, equivalent combination of education and experience may be considered, and must be directly related to the functions and responsibilities of the job.

Required Licenses, Certifications, and Registrations:

• Employees in this position are required to have reliable transportation that can meet any operational reassignments of the organization during the workday. If an employee is driving during work hours, the employee is required to possess a valid driver's license and must comply with Arizona vehicle insurance requirements.

Core Competencies:

• Adept in Technology
• Verbal & Written Communication
• Detail Oriented & Organized
• Resourcefulness

Language Skills:

• Effective customer-facing and presentation skills.
• Interact diplomatically with the public in a continuous public contact setting.
• Ability to respond effectively in writing and verbally to internal and external customers.
• Write grammatically correct routing business correspondence such as brief transmittal memoranda.

Computer/Mathematical Skills:

• Proficient with MS Office, including Word, Excel, Power Point, Outlook and the internet.
• Ability to apply concepts such as fractions. Percentages, ratios and proportions to practical situations.

Other Skills and Abilities:

• Ability to multi-task and maintain a professional composure in stressful situations.
• Excellent organizational and time-management skills.
• Ability to interact with persons of various social, cultural, and economic and educational backgrounds for the purpose of providing exceptional guidance and customer service.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

El Rio Health does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age 40 and over, disability, genetic information, military status, ancestry, marital status, familial status, or any other status protected by law or regulation.

It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.

All employees are required to undergo drug testing prior to employment and, will be subject to post-accident, reasonable suspicion, return to duty and follow up drug and alcohol testing in compliance with Federal and State regulations for alcohol and controlled substance testing. Employees in positions holding responsibility for the safety and welfare of others will also be classified as safety sensitive.

El Rio Health is a Non-profit 501 (c3) Federally Qualified Health Center (FQHC) and abides by all applicable federal Drug-Free Workplace standards.