Administrative Assistant- SBHC - La Clinica de La Raza

Who we are: La Clínica de La Raza is a community-based health center committed to providing culturally appropriate, high-quality, and accessible health care to the diverse communities of the San Francisco Bay Area. We have spent over 40 years advocating for and creating a health home for the many that have been denied access to care. As health care activists, we are dedicated to making sure individuals who do not have health coverage get the same level of quality healthcare as those who have it. From our genesis as a community health center in 1971, we understood that we cannot heal our communities without also addressing the economic and social factors that affect health. Many times, this requires that we go outside and provide services in other settings to build the bridge that links individuals to our health center for preventive and primary care. Over 90,000 individuals come to La Clínica because it is a welcoming place that addresses the whole person, coordinating and connecting them to a broad network of services to improve and maintain their health and well-being. While we are still known for our activism and spirit of social justice, we are also proud to have grown into a sophisticated provider of primary health care services with 35 sites across Alameda, Contra Costa and Solano counties.

Proactive Admin Assistant: We are looking for an Administrative Assistant who thrives on working in a vibrant and quick-paced setting. This role serves as the right hand of the supervisor ensuring that things run smoothly and efficiently. In a work environment such as ours, being proactive is an asset because the manager and the clinic at large rely on your meticulous coordination and follow through skills. You will be regularly presented with varied experiences because each day tends to take a life of its own. This role calls for someone who is great at interacting with all levels of clinic staff and someone who is approachable. To be successful, you'll need to be comfortable leading from behind by serving as the manager's liaison when necessary, taking the initiative to get things done, and ultimately being the person on whom leadership can depend. You should have a successful history of being proactive with a past or current track record of assisting staff with the day to day operations.

Major Areas of Responsibility include but are not limited to:

Administrative Support

• Handles all incoming calls; greets visitors, patients and refers them to their appropriate internal departments and to other respective agencies.
• Performs routine clerical tasks such as sorting, opening and distributing mail, filing, photocopying, retrieving, entering and coding specific data into computer, taking and typing meeting minutes and correspondence. • Creates class/training flyers and brochures and outreach materials.
• Maintains inventory and orders office supplies.
• Develops and maintains filing systems and computer databases.
• Develops and maintains mailing lists, community resource list, health education materials.
• Attends all staff meetings, appropriate training and other agency meetings as assigned by supervisor.
• Other duties as assigned by supervisor.

Logistical Support

• Handles logistics for special events such as conferences, trainings and staffing tables at promotional events and health fairs.
• Schedules childcare workers for classes, and provides oversight and training as needed.
• Direct or coordinate the supportive services to meet inter-department needs.
• Coordinates management meetings and takes meeting minutes.
• Coordinates interviews for new candidates, prints copies of interview questions, and conducts reference checks.

Processing and Reporting

• Helps process internal/external personnel action forms (PAF's) as assigned by supervisor.
• Runs various special reports through ADP for all staff using excel, as well as cleaning up reports.
• Fills out and process all incoming and outgoing invoices.
• Updates internal staff phone list.
• Processes work orders as assigned by supervisor.
• Other duties as assigned by supervisor.

Knowledge

• Advanced software skills in Microsoft office (Word, Excel, PowerPoint, Outlook) required, and graphic design preferred.
• Advanced internet research skills with an ability to analyze and evaluate situations, reach sound conclusions, and make appropriate recommendations to their supervisor.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Abilities

• Bilingual proficiency in English/Spanish is preferred
• Strong problem-solving skills • Sufficient skill in typing to complete a minimum of 25-30 wpm.
• Ability to work across cultures and demonstrate support of diversity, equity and inclusion.
• Excellent organizational skills, pays thorough attention to detail, and is able to meet deadlines in a fast paced work environment
• Ability to communicate clearly and articulately both written and orally
• Ability to work independently as well as be a team player
• Comfortable building close relationships with managers and doctors
• Demonstrate flexibility and ability to accept changes gracefully

Other Certifications and Experience

• High school diploma/GED equivalent
• Bachelor's degree in Business and Administration is preferred
• 2 years of administrative experience-salary determined by years of experience