Administrative Assistant

Job Description

JOB TITLE:

Administrative Assistant FLSA STATUS:
Non-Exempt

DEPARTMENT:
Administration

REPORTS TO:

CEO/CFO

• Monitors door security systems and ensures that all visitors sign at the front desk.
• Manages corporate board and shareholder meeting minutes and planning.
• Manages incoming/outgoing mail and faxes.
• Maintains meeting calendar for CEO.
• Assists with coordination of travel arrangements for executive staff.
• Assists in corporate filings and compliance with respect to all entities within the Imperial Health Plan enterprise.
• Assist with responding to state regulators with respect to all lines-of-business.
• Creates, edits, and proofreads documents.
• Acts as liaison with general counsel and tracks legal matters.
• Proactively manages inventory for office and janitorial supplies.
• Assists with distributing employee parking passes.
• Manages inventory and janitorial and office supplies.
• Any other duties or projects assigned.
• Adheres to payroll policies and properly uses timekeeping system with minimal manual changes.
• Adheres to Compliance Plan and HIPAA regulations.
• Maintains regular and consistent attendance.

• Take on special projects as needed.
• Performs other duties as assigned.

• Continuous Learning:
• Attends staff meetings as required.
• Attends appropriate training, seminars and workshops as required
• Customer Focus:
• Maintains client/customer confidentiality and privacy in accordance with HIPPA regulations

and IMAS’s Standards of Conduct.

• Fosters appropriate communication and relations with Supervisor, co-workers and other staff.
• Quality/Process Improvement/Safety
• Reports issues of security, health and/or safety to appropriate supervisor as soon as practicable.
• Supports and demonstrates safety throughout all duties performed.
• Follows established policies and procedures and understands and complies with all regulators
• standards set forth by governing entities.

POSITION REQUIREMENTS:
College graduate and paralegal training.

• Willingness and ability to read, write, speak, understand English and have the communications skills necessary to provide accurate information to members and staff.
• Willingness and ability to follow written and verbal direction in English.
• Willingness and ability to maintain appropriate level of confidentiality and privacy.
• Willingness and ability to interact professionally with all customers, members, and co-workers, individually and as part of a team.
• Willingness and ability to effectively handle multiple items/tasks as required and adapt favorably to changing priorities.
• Willingness and ability to make appropriate judgments, decisions and problem solving in a timely manner and within the context of the situation at hand.
• Ability to effectively prioritize items/tasks as required.
• Willingness and ability to take initiative and be a self-starter.
• Willingness and ability to understand and comply with Federal, State, and local regulations.

• n/a

N (Not present) Condition does not exist.

S (Seldom) Condition is performed up to 0.5 hour daily, for short duration, or not daily.

O (Occasionally) Condition exists up to 1/3 of the time.

F (Frequently) Condition exists from 1/3 to 2/3 of the time.

C (Continuously) Condition exists 2/3 or more of the time.

PHYSICAL ABILITIES:
LIFTING:
PUSHING:

Sitting C 10 lbs or less C 10 lbs or less S
Standing S 11-25 lbs O 11-25 lbs S
Walking S 26-50 lbs S 26-50 lbs N
Running N 51-75 lbs N 51-75 lbs N
Climbing N 76-100 lbs N 76-100 lbs N
Balancing N Over 100 lbs N Over 100 lbs N
Twisting F
Neck Twisting F

CARRYING:
PULLING:

Bending/Stooping S 10 lbs or less C 10 lbs or less S
Neck Flexion F 11-25 lbs O 11-25 lbs S
Squatting S 26-50 lbs S 26-50 lbs N
Kneeling S 51-75 lbs N 51-75 lbs N
Crawling N 76-100 lbs N 76-100 lbs N
Hand/Wrist F Over 100 lbs N Over 100 lbs N
Reaching O

FOOT MANIPULATION F ENVIRONMENTAL

Talking C Exposure to Weather S
Hearing C Extreme Cold N
Tasting/Smelling N Extreme Heat N
Near Acuity C Wet and/or Humid S Far Acuity C Noise S Depth Perception C Vibration N Field of Vision C Atmosphere Conditions N Color Vision C Hazards N