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Administrative Assistant IV

  • Location

    Roseville, United States

  • Sector:

    Admin/Clerical

  • Job type:

    Contract

  • Contact:

    Leric Arcigal

  • Job ref:

    20514

  • Published:

    over 1 year ago

  • Expiry date:

    2020-07-25

Title of Position: CME Administrative Assistant Location of the position: 1680 East Roseville Parkway, Suite 118 Reports to: Rachel (Kathy) Gibbs Must have 4 years admin or secretarial or other office related experience. Educational Requirement: Minimum High School/GED, Bachelors preferred. No Direct Reports Will work at Sacramento Facility and South Sacramento Facility. Must have own transportation. Top 3 - 5 Daily responsibilities Handling & Processing emails Data entry must have strong Microsoft Office Skills Intermediate to Advanced Reviewing documents and e-filing Contacting physicians regarding CME documentation. Top 3 - 5 Required Skills Organization Professional communication, Computer MS office Intermediate to Advanced Level Experience in Database programs Desired skills being able to organize workload, work independently, Soft Skills File maker Pro software Adobe Pro software Job Description: Develops reports, graphs and spreadsheets utilizing multiple databases and automated systems. Prepares analyses for various status and ad hoc reports. Works independently with minimal supervision, working toward accomplishment of established goals. Supports administrative oversight of a department or program. Through the review of established regulations, policies and procedures, interprets guidelines and explains procedures to management and/or members to ensure consistent application. Researches various questions or discrepancies by reviewing historical data and identifying inconsistencies or variances. Ensures data integrity by periodically auditing files and data for consistency and compliance with existing policies and procedures. May coordinate the day-to-day operational tasks of departmental staff; ensures that the support staff assignments of the department are organized, timely and efficient. Provides guidance to other users and implements department processes in accordance with established policies and procedures. Performs a variety of analysis ranging from semi-routine to complex, editing, and formatting to produce regular status reports, graphs, spreadsheets and presentation material. Supports administrative oversight of a department or program. Through the review of established regulations, policies and procedures, interprets guidelines and explains procedures to management and/or members to ensure consistent application. Provides support and product production, such as graphics services, to the department. Collects all related and pertinent information from team members and managers. Develops and produces standard and ad hoc reports ensuring data accuracy and formatting. Maintains and operates databases and automated systems. May coordinate and oversee the function and activities of support staff to ensure tasks are completed in an efficient and timely manner. May assign projects to appropriate staff in the absence of department supervisor/manager. Responds to and fulfills miscellaneous requests for information and reports from within and outside of Kaiser Permanente in accordance with established policies and procedures. Establishes working relationships and serves as liaison with vendors, resolving invoicing, billing and related issues with internal departments. May coordinate the management of ordering office supplies within the department. When assigned to a medical department, may prepare and maintain physicians master schedules for multiple departments, coordinate all physician schedule changes, and ensure adequate coverage for all medical areas. Contacts physicians to arrange for coverage and schedule changes. Functions as department resource in application and training in use of software, schedules and coordinates all hardware and equipment repairs; may assist in software installation and troubleshoots hardware and software problems. May assist in the tracking of department budget, makes recommendations based on data collected toward payroll and non-payroll and other related budgetary requirements. Consistently supports compliance and the Principles of Responsibility (Kaiser Permanentes Code of Conduct) by maintaining the privacy and confidentiality of information, protecting the assets of the organization, acting with ethics and integrity, reporting non-compliance, and adhering to applicable federal, state and local laws and regulations, accreditation and licenser requirements (if applicable), and Kaiser Permanentes policies and procedures. HM- Kathy Gibbs