Administrative Assistant - Christian Community Health Center : Job Details

Administrative Assistant

Minimal Qualifications/ Experience/Skills:

Bachelor's degree required.

Minimum five (5) years experience working in the health or human services sector.

Individual must be proactive, self-sufficient, efficient and resourceful. Strong decision-making ability and attention to detail are equally important.

Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite.

Excellent verbal and written communication skills.

Demonstrate the skill set to gather and monitor a plethora of highly sensitive information.

Must display problem analysis problem solving skills. Will review highly sensitive information and must demonstrate the ability to maintain confidentiality.

Summary

The Administrative Assistant performs business management activities for the organization with the highest degree of accuracy.

Responsibilities:

* Maintain secured folder of the bidder spreadsheet, proposal and executed contracts. Work closely with Operation Manager to perform monthly quality assurance reviews in accordance with the Uniform Guidance for Procurement and the agency's approved Procurement Policy.

* Work closely with Operations Manager and other Departments in securing multiple vendor bids and the selection of the most qualified bid for recommendation to the CEO.

* Maintain secured folder of executed contracts and maintain excel spread sheet of vendors by name, service type, MBE/WBE and expiration date. Provide written notice to Executive Assistant and Accounts Payable sixty days in advance of expiring contract(s).

* Work closely with Executive Assistant in drafting provider agreements and dissemination to candidate. Use DocuSign or equivalent to execute agreements.

* Tracking of executed Memorandum of Agreements (MOA) by excel spreadsheet. Maintain executed MOA in a shared folder. Notify Managers in writing sixty days in advance of expiration for renewal.

* Assist with daily mail metering and mail sorting and distribution to the appropriate internal party and monitoring of Pitney Bowes Purchase Power Account Balance.

* Assist with documenting all incoming checks timely on the check tracking log and maintain in the secured folder. Scan copy of check before distributing finance department (accounts payable accountant).

* Monthly maintenance of the provider matrix (provider information and contract requirements), secure in shared folder.

* Serve on the risk management committee, provide statistical reports of MOA, contracts and procurement process.

* Tracking of provider changes and timely updating of the provider list and routinely disseminate to 340B third party vendors (Walgreens and Community Pharmacy). Maintain secured folder of provider list.

* Disseminate monthly the updated 340B approved drug list to the clinical providers.

* Maintain and update 340B provider list and disseminate to external parties (Rx Strategies & Walgreens). Maintain copy of revised spreadsheet within 340B folder.

* Co-lead the Health and Fun Fair Committee and other committees/work groups as needed/assigned.

* Work closely CNO to record provider PTO with ADP.

* Generate monthly clinical productivity report and disseminate to senior leadership

* Assist the clinical director with scribing for monthly clinical meeting

* Completes special projects as assigned.

* Other duties/responsibilities as assigned.