POSITION NARRATIVE: The Administrative Assistant is responsible for secretarial and receptionist duties in support of clinic administration and physicians.
The above is not intended to be an all-inclusive list of essential functions for the job described, but rather a general description of some of the responsibilities necessary to carry out the duties of this position.
- Coordinates and maintains conference room schedules, and arranges for food, audio, visual and other equipment needed in advance.
- Schedules appointments and meetings for the clinic supervisor/manager and/or other clinical administration staff.
- Initiates correspondence and reports, transcribes dictation, and maintains office supply inventory.
- Answers incoming telephone calls, answers direct inquiries and responds to voice mails.
- Documents patient complaint information thoroughly, and forwards to clinic supervisor/manager for follow up.
- Maintains department files, administrative reception area, board & conference room areas, meeting supplies, CME records, petty cash account, pharmaceutical representative log, timesheets for float pool, exempt staff timesheets, and movie ticket inventory.
- Promptly distributes daily mail, prepares meeting minutes, assists clinic supervisor on special projects, and develops fliers and other promotional material.
- Greets all visitors and employees, answers patient inquiries regarding physician education and background information. Receives job applicants and forward applications/resumes to Human Resources.
- Attends safety committee meetings.
SKILLS, KNOWLEDGE & ABILITIES:
- Skills: Excellent customer service, communication and computer skills. Minimum 60 wpm typing. Ability to transcribe from a dictaphone.
- Knowledge: Knowledge of Microsoft Word, Excel, PowerPoint, and Outlook. Knowledge of healthcare.
- Abilities: Ability to prioritize and handle multiple tasks, maintain professional working relationships, and problem solve. Must be able to work under pressure and meet deadlines.
REQUIREMENTS: High School diploma or GED required. Minimum three years experience.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. A more detailed analysis of the physical requirements is available upon request.
While performing the duties of this job, the employee is frequently required to sit, and use wrist deviation, hand/wrist repetitions, and manual dexterity. The employee must occasionally stand, walk, twist, bend, squat/kneel, reach, grasp, pull charts, drive and lift up to 25-34 lbs. Specific vision and hearing required by the job includes close eye work, looking at computer screens, charts, manuals, minimal and normal color discrimination, and normal hearing.
WORK ENVIRONMENT: Arch Health Partners maintains a drug free workplace, and smoke free working environment. Employees are required to successfully pass a pre-employment drug screen. Smoking is not permitted in or around AHP offices.
This position works in a well-lit, air-conditioned, office setting with moderate noise level. This position is occasionally exposed to hazardous exposures and non-ionizing radiation. This position does not require personal protective equipment.
Arch Health Partners is an award-winning medical foundation affiliated with the Palomar Health System in North San Diego County. The...