Administrative Assistant (COO)

Description

JOB DESCRIPTION: Prepares, maintains, and distributes various reports, records, requisitions, and other documents pertinent to the department’s daily operations.

SUPERVISION: Directly supervised by the Chief Operating Officer (COO).

TYPICAL PHYSICAL DEMANDS: Requires prolonged sitting stooping and bending. May require moving up to 25 pounds. Requires the use of office equipment, such as computer terminals, telephone and copiers, etc.

FUNCTIONS AND RESPONSIBILITIES:

\n
• Receives, reviews, prioritizes, and distributes interoffice mail, emails, phone messages, etc.
\n
• Interviews, screens, and refers callers; answers various inquiries; provides information on Center’s services and functions; determines the nature of problems/complaints and refers to appropriate individual and/or department.
\n
• Assists with the coordination of travel arrangements for COO and others. This includes the following:\n
  \n
  • Registration fees for participants
  \n
  • Hotel and Flights, if applicable
  \n
  • Per diem rates
  \n
  • Preparation of Travel Requisition
  \n
  • Timely follow up on Travel Check distribution
  \n
\n
• Transposes and coordinates the following monthly meetings for Chief Suite staff:\n
  \n
  • Three (3) Provider Meetings (Medical, Dental and Behavioral Health)
  \n
  • P&T Operational
  \n
  • P&T Executive
  \n
  • IT Governance
  \n
  • Business Continuity
  \n
  • Others when applicable.
  \n
\n
• Prepares standing item reports for the previously mentioned meetings.
\n
• Orders, verifies receipt of, and maintains department’s office equipment and supplies
\n
• Creates letters, emails, and other materials; composes and edits on screen, and prepares final copy of reports and correspondences.
\n
• Assists the COO in completing timecards for their direct reports.
\n
• Actively participates in the Employee Recognition Committee by attending monthly meetings, events, etc.
\n
• Develops, maintains, and updates the department’s filing system.
\n
• Performs other duties as assigned.
\n

Qualifications

MINIMUM QUALIFICATIONS:

\n
• Minimum of a bachelor’s degree in public administration, finance, accounting, and/or related field from and accredited college or university.
\n
• College education may be substituted for 3-5 years’ experience as an assistant.
\n
• Computer knowledge in graphs, charts, spreadsheets, etc.
\n
• Effectively communicate both orally and in writing in the English and Spanish language preferred.
\n
• Possess means of transportation.
\n
• Valid Texas Driver’s License, a good driving record and minimum liability insurance.
\n

SKILLS AND ABILITIES:

\n
• Ability to work independently and in a team environment;
\n
• Ability to gather information and analyze data;
\n
• Ability to professionally and accurately represent the Center, its mission, philosophy and services;
\n
• Ability to demonstrate knowledge of Microsoft Office (Excel, Word, Publisher and Power Point);
\n
• Must be able to understand and carry out verbal and written instructions;
\n
• Modern office practices, procedures, methods, and equipment.
\n
• Maintain confidentiality of information.
\n
• Ability to work flexible hours.
\n
• Must have excellent organizational and grammatical skills.
\n
• Ability to manage time effectively and efficiently.
\n