Administrative Specialist-Programs

Administrative Specialist
- Programs

Join our team at our Yakima Administration Office! Be part of a healthcare organization that believes in making a difference beyond medical care! We've transformed into a leading community health center in the Pacific Northwest with 40+ clinics across Washington and Oregon. We offer a wide range of services such as medical, dental, pharmacy, orthodontia, nutritional counseling, autism screening, and behavioral health.

Our holistic model also extends assistance to shelter, energy, weatherization, HIV and AIDS counseling, home visits, and mobile medical/dental clinics.

Position Highlights:

• 1.0 FTE (40 hours per week)
• $18.75-$22.97/hour DOE with the ability to go higher for highly experienced candidates
• 100% employer-paid health insurance, including medical, dental, vision, Rx, 24/7 telemedicine
• Profit sharing & 403(b) retirement plan available
• Generous PTO, 8 paid holidays, and much more!

What You'll Do:

• Provides confidential administrative support to Program Director and her designees including the processing of sensitive information, documents, and correspondence and coordinating schedules.
• Maintains accessible and updated policies, forms, procedures, regulations and protocols.
• Handles, and distributes all incoming correspondence and prioritizes it for the program director, replies when appropriate, and routes to appropriate personnel. Reviews director's email as requested. Replies when task is specifically delegated.
• Processes all outgoing mail.
• Receives, date stamps, and distributes incoming faxes, inter office mail.
• Dates and sends outgoing faxes.
• Composes written correspondence, narratives, and reports as requested.
• Develops paper and electronic filing systems and maintains files.
• Maintains network files that are shared by supervisors.
• Maintains paper files for self and Program Director in a clear, concise fashion.
• Purges materials per guidelines in a timely fashion.
• Assists with the preparation of reports and compiling data, as well as the development of department forms.
• Composes, types and distributes various documents, (letters, memos, etc) as directed by the Program Director.
• Develops department forms that are clear and concise.
• Prepares and/or assists in the statistical and other report data documentation, (e.g. end of month, caseload stats).
• Develops spreadsheets and databases as required to facilitate information processing for managers.
• Maintains organizational chart up-to-date and distributes in a timely fashion.
• Maintains confidential, abbreviated HR files on department staff.
• Processes applications for open positions and schedules interview times.
• Develops, maintains, and utilizes a tracking system for various assigned tasks.
• Develops, maintains, and utilizes a tracking system to assure program director has items to review, read and approve in a timely fashion.
• Monitors and coordinates purchasing needs of supervisors, as requested. Utilizes purchasing software to submit purchases.
• Reconciles invoices, packing slips, and purchase orders. Routes to Program Director for review and approval, and then sends to Accounts Payable Department for payment. Tracks invoices and expenses.
• Compiles budget-period ending requests for the Program Director to review. Reviews request for high cost items prior to submitting to program director.
• Monitors/tracks the ordering process from beginning to when items are received.
• Runs reports from Legiant to ensure staff are in compliance with job requirements.
• Monitors/orders office supplies, orders, receives and distributes.
• Reviews and monitors for accuracy mileage/per diem calculations on forms submitted by supervisors.
• Keeps department mileage calculation forms up to date.
• Completes check request forms as needed.
• Monitors office equipment and requests service as needed.
• Sorts and tallies end of month report data. Send compiled documents to accounting and provides summary to the director. Informs director when supervisors are behind.
• Sorts and tallies quarterly QA data submitted by the supervisors. Prepares a quarterly report for the director. Keeps director apprised of when supervisors are behind schedule.
• Processes concern reports in a timely…