Administrative Assistant

Department Assistant

This position provides a broad range of administrative duties, including recordkeeping functions, and support of administrative tasks for various departments. Reports directly to the Senior Executive Assistant.

Essential Functions & Responsibilities:

• Accurately type correspondence, reports, letters, contracts, minutes, lists, forms, and other documents from written drafts or as directed--both for routine tasks as well as special major projects.
• Maintain and order office supplies, maintain office organization, and coordinate with managers to keep the department running efficiently.
• The ability to prioritize tasks, multitask, and manage multiple calendars and filing systems is crucial for keeping the office running smoothly.
• Distributes department correspondence (mail, fax) to appropriate departments.
• Maintain effective filing systems (hard-copy and/or computerized systems) to ensure access to relevant records and information.
• Provide administrative support functions for administrators and staff by effectively carrying out a variety of general office duties as needed.
• Adapt to new work situations, people, ideas, procedures, and organizational structures, in order to accommodate a number of unique individuals in an evolving work environment.
• Collaborates with the Senior Executive Assistant to ensure seamless administrative coverage and to guarantee completion of all core clerical tasks.
• Performs other related duties as assigned.

Job

Qualifications/Requirements:

• Professional positive attitude, understanding of customer service principals, trustworthiness and excellent interpersonal skills.
• Excellent keyboard skills. Proficiency in Microsoft Office and Microsoft Excel.
• Accuracy and dependability required.
• Must have the ability to work well with others in a busy environment as well as independently with minimal supervision.
• Demonstrates flexibility and working in a collaborative manner.
• Ability to communicate effectively both verbally and in writing. Ability to read, analyze and interpret policies and procedures.
• Ability to maintain patient/staff confidentiality

Education:

• High School diploma or GED equivalent necessary with advanced education in secretarial and administrative curriculum preferred.

Experience:

• Minimum 2 years of proven administrative experience, ideally within a medical setting, clinic, or hospital.

Language

Skills:

• Must speak, write and read English proficiently. Spanish preferred but not required.

Teleworking:

• This position may require teleworking if requested.

Standard Requirements:

• Supports an ethical standard, which complies with a code of conduct free of conflicts of interest.
• Supports the Mission and Values of Community Health & Wellness Center.
• Supports, cooperates with, and/or implements specific procedures and programs for:
• Safety, including universal precautions and safe work practices, established fire/safety/disaster plans, risk management, and security, report and/or correct unsafe working conditions, equipment repair and maintenance needs.
• Confidentiality of all data, including patient, employee and operations data.
• Quality Assurance and compliance with all regulatory requirements.
• Compliance with current law and policy to provide a work environment free from harassment and all illegal and discriminatory behavior.
• Cooperates and works together with all co-workers;
• Plans and completes job duties with minimal supervisory direction, including appropriate judgment.
• Uses tactful, appropriate communications in sensitive and emotional situations.
• Follows up as appropriate with supervisor and co-workers regarding reported complaints, problems and concerns.
• Promotes positive public relations with co-workers, patients, family members and guests.

Physical Effort/Environment:

• Physical Demands – (More than 4 hours per day) – Requires walking, bending, sitting, standing, writing, reading, telephone use, data input into computer, and high level of audio and visual acuity. Moderate physical activity. Requires handling of average-weight objects up to 25 pounds. Manual Dexterity Required – Ability to use a keyboard, computer, and telephone and other duties that require fine motor skills.
  
  Virtual Environment – Proficient in utilizing virtual meeting platforms (Teams, Zoom, etc) for CHWC-related meetings, training, etc.

Last revision:
July 14, 2026 – KR General Competencies-All Staff