Administrative Assistant; COO

Position: Administrative Assistant (COO)
JOB 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.

MINIMUM QUALIFICATIONS:

Minimum of a bachelor’s degree in public administration, finance, accounting, and/or related field from and 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.
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