Administrative Assistant III

Under the supervision of the Administrative Manager, the Administrative Assistant III will be responsible for maintaining an employee and client database, assisting with ordering supplies, data entry, medical records, filing, and faxing. Incumbent will also assist with larger division-wide projects.

Regularly works on tasks that are varied and complex. Applies full range of specialized skills and job knowledge; frequently adapts procedures, techniques, tools, materials, and / or equipment to meet specialized needs; may serve as lead; performs broad and / or focused assignments under general supervision; originality and ingenuity are often required to help establish procedures in functional area; relies on experience and judgment to plan and accomplish assigned tasks.

Covered under University series concept / job specification for classification 4722. Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.

Required Qualifications:

• Ability to work cooperatively and communicate effectively with others. Ability to work in a high stress, high volume area and work well under pressure and with deadlines. Ability to follow oral and written instructions accurately, and be detailed oriented. Able to efficiently prepare written summaries of activities, set priorities and complete reports within required timeframes. Knowledge of medical and/or psychiatric terminology.
• Operate software packages such as Excel, Access, Epic and internal UC systems.
• Recognize and correct data irregularities.
• Excellent written and verbal communication, interpersonal skills, and customer-centric focus.
• Working knowledge of applicable University policies and procedures in all areas; basic and limited knowledge of the principles of a specialized field; thorough knowledge of office systems; ability to use a broad range of technology, systems, and packages.
• Regular use of judgment and discretion to solve operational problems where the answer is not apparent; select the best solution from several "right" answers or no precedent; determines own time management and work priorities; makes suggestions for process improvement; interprets oral and/or written guidelines to solve problems.
• High school graduation/GED and 3 years of related experience or an equivalent combination
• Able to lift 25lbs and climb stairs
• Work independently with limited supervision; responsible for several complete administrative processes.
• A preliminary job offer and assignment may be extended pending successful background clearance.

Required Licenses and/or Certifications:

• N/A

Preferred Qualifications:

• College Degree

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

40%

Yes

Administrative Support

Responsible for the order, inventory, distribute and storage of agency office supplies for 6 programs.

• Answering telephones and maintaining the voicemails that are recorded by the hour.

• Update and distribute Staff Directory/ Building Contact information

• Distributing mail and faxes

• Open/close and maintain the organization of medical record charts

• Communicates with the entire clinic on facility changes

• Ensure custodial operations are meeting Clinic requirements

• Assist in managing current vendor relationships and maintenance being utilized for the building and our clinic.

• Key/Access management to the building

40%

Yes

Accounting/Financial Support

Assists the division in monitoring financial component services from three sites

• Assists in the procurement and management of limits within the Wants and Needs program. Maintains attention to detail and organization of transactions for each client.

• Procure and manage tokens, cab vouchers and stamps

• Orders supplies through BearBuy and interfaces with service/merchandise vendors

• Coordinates purchase orders and supervises the delivery of all service and merchandise

20%

Yes

Program Support

Responsible for the administrative support of 10+ clinicians and managers

• Manages client information in the Citywide database and in EPIC, the electronic health record.

• Checks/monitors client Medi-Cal eligibility. Manages the scanning of patient forms and monthly annuals for several designated programs.

• File management, creates new client records, manages the quality of records, reorganizes records as needed, pulls, files, and inventories medical records for hundreds of clients.

• Creating and maintaining spreadsheets, tables, and trackers through Box, Excel, and other UCSF software.

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

40%

Yes

Administrative Support

Responsible for the order, inventory, distribute and storage of agency office supplies for 6 programs.

• Answering telephones and maintaining the voicemails that are recorded by the hour.

• Update and distribute Staff Directory/ Building Contact information

• Distributing mail and faxes

• Open/close and maintain the organization of medical record charts

• Communicates with the entire clinic on facility changes

• Ensure custodial operations are meeting Clinic requirements

• Assist in managing current vendor relationships and maintenance being utilized for the building and our clinic.

• Key/Access management to the building

40%

Yes

Accounting/Financial Support

Assists the division in monitoring financial component services from three sites

• Assists in the procurement and management of limits within the Wants and Needs program. Maintains attention to detail and organization of transactions for each client.

• Procure and manage tokens, cab vouchers and stamps

• Orders supplies through BearBuy and interfaces with service/merchandise vendors

• Coordinates purchase orders and supervises the delivery of all service and merchandise

20%

Yes

Program Support

Responsible for the administrative support of 10+ clinicians and managers

• Manages client information in the Citywide database and in EPIC, the electronic health record.

• Checks/monitors client Medi-Cal eligibility. Manages the scanning of patient forms and monthly annuals for several designated programs.

• File management, creates new client records, manages the quality of records, reorganizes records as needed, pulls, files, and inventories medical records for hundreds of clients.

• Creating and maintaining spreadsheets, tables, and trackers through Box, Excel, and other UCSF software.

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)