Position Details

Administrative Assistant

POSITION SUMMARY: This position is expected to comply with the minimum standards of production as established by Operations.

PRINCIPLE DUTIES/RESPONSIBILITIES:

1. Prepares and distributes meeting handouts, captures minutes and schedules resources for assigned meetings and committees (Clinical Services Committee, Operational Services Committee, Medical Services Committee, Executive Council, Clinical Management Team,).

2. Prepares and distributes agendas in consultation with meeting Chairpersons, and facilitates as needed.

3. Provides clerical/secretarial support to the Chief Executive Officer and Director of Operations.

4. Files, copies, types, and faxes as requested.

5. Formats clinic policies/plans, forms, and job descriptions to be posted on the intranet.

6. Performs other various clerical/secretarial support tasks for program directors as assigned.

7. Extracts and distributes reports as directed.

8. Facilitates telemed meeting scheduling as needed.

9. Makes all hotel, flight and training/conference arrangements.

10. Orders, tracks, receives, inventories and distributes all Medical, Janitorial and Food supplies, as well as office supplies and various other items.

11. Participates in the agency Performance Improvement Processes.

12. Provides customer service to internal and external customers and stakeholders.

13. The employee must work well under pressure meeting multiple and sometimes conflicting deadlines. The employee shall, at all times, demonstrate cooperative behavior with colleagues and supervisors.

14. Other duties as assigned; duties evolve based on organizational needs and demands of many regulatory agencies.

PRIMARY CONTACTS:

  • Chairs of Councils and Committees
  • Directors and Supervisors
  • Finance
  • Accounts Payable
  • Frequent interaction with peers and other employees
  • Outside Vendors

POSITION REQUISITES:

Qualifications and Experience

Required:

  • High School Diploma or GED
  • 21 years of age
  • Must have valid Arizona driver's license and insurance clearance to operate clinic vehicles, if applicable
  • Current fingerprint card or ability to obtain one clear of any restrictions upon hire

Preferred:

  • least 2 years experience in professional setting where confidentiality was required
  • AA or higher with strength in office procedures

Skills/Abilities

Required:

  • Computer literate (able to utilize Word, Excel and Outlook programs)
  • Type minimum 50 WPM
  • Excellent verbal and written skills
  • Experience with software programs, typing, and other office machines
  • Ability to move between multiple and simultaneous projects/tasks

WORKING CONDITIONS:

Physical Requirements:

  • Able to sit and stand for extended periods of time

Equipment Operation:

  • Computer, copy machine, fax machine and laser printer

Environmental Conditions:

  • Air conditioned and/or heated office setting

ACCOMMODATION(S):

Mohave Mental Health Clinic, Inc. will provide reasonable accommodation for individuals with disabilities, unless it would cause undue hardship. We define reasonable accommodation as any change in the work environment or in the way a job is performed, that enables a person with a disability to enjoy equal employment opportunities. We will make a good faith effort to list any special requirements in our job descriptions


Position Component

LINES OF AUTHORITY: This position is supervised by the Director of Operations.

PRINCIPLE DUTIES/RESPONSIBILITIES: 1. Prepares and distributes meeting handouts, captures minutes and schedules resources for assigned meetings and committees (Clinical Services Committee, Operational Services Committee, Medical Services Committee, Executive Council, Clinical Management Team, Claimtrak Steering Committee and the Cultural Awareness Committee).
2. Prepares and distributes agendas in consultation with meeting Chairpersons, and facilitates as needed.
3. Provides clerical/secretarial support to the Chief Executive Officer and Director of Operations.
4. Files, copies, types, and faxes as requested.
5. Formats clinic policies/plans, forms, and job descriptions to be posted on the intranet.
6. Performs other various clerical/secretarial support tasks for program directors as assigned.
7. Extracts and distributes reports as directed.
8. Facilitates telemed meeting scheduling as needed.
9. Maintains tracking reports (Health Promotions and Crisis Report) in time-lines as directed.
10. Makes all hotel, flight and training/conference arrangements.
11. Orders, tracks, receives, inventories and distributes all Medical, Janitorial and Food supplies, as well as office supplies and various other items.
12. Participates in the agency Performance Improvement Processes.
13. Provides customer service to internal and external customers and stakeholders.
14. The employee must work well under pressure meeting multiple and sometimes conflicting deadlines. The employee shall, at all times, demonstrate cooperative behavior with colleagues and supervisors.
15. Other duties as assigned; duties evolve based on organizational needs and demands of many regulatory agencies.

PRIMARY CONTACTS:

· Chairs of Councils and Committees

· Directors and Supervisors

· Finance - Accounts Payable

· Frequent interaction with peers and other employees

  • Outside Vendors