ADMINISTRATIVE ASSISTANT III

PLEASE BE ADVISED that this job posting is ONLY for Agency Contract Workers who are currently working at CCH. You will be eligible for the position, location, department, and shift in which you are currently placed.

Please note that external applicants or individuals not currently under contract at CCH are not eligible for this opportunity.

By applying, you acknowledge that your application will be considered solely based on your current contract placement at CCH.

LOCATION: CURRENT LOCATION BEING WORKED AS AGENCY STAFF

DEPARTMENT: CURRENT LOCATION BEING WORKED AS AGENCY STAFF

SHIFT: CURRENT SHIFT BEING WORKED AS AGENCY STAFF

JOB SUMMARY RWDSU LOCAL 200

The Administrative Assistant III will serve a pivotal role providing staff support to both primarily the Health Center and the Department Leadership Team, and provide support on a daily basis for Patient Satisfaction initiatives. This position will perform the following on a daily basis: schedule and organize meetings, conferences and presentations; manage calendars; act as receptionist; address departmental communication by responding to inquiries via email and phone; prepare simple correspondence; update budgets and review expense reports; maintain inventory; update and maintain department records; assist with onboarding new personnel; monitor the credentialing process; liaise with other departments and personnel; and performs all other related duties as assigned

Typical Duties

• Maintains documents related to compliance with legal and regulatory bodies and the operation of the department.
• Distributes copies of current and updated policies procedures, protocols, interagency agreements and directives to all departmental services.
• Orients new hires to time and attendance requirements and departmental expectations.
• Assists in planning and maintaining the department budget and staffing.
• Prepares documents related to the hiring process, including Requests to Hire, and candidate packets.
• Completes purchase requisitions and any other documents needed for equipment and reimbursements.
• Adheres to the Cook County Health & Hospitals System (CCHHS) and departmental confidentiality policies related to patient care and sensitive activities, including personnel related actions.
• Determines priority of work as assigned and completes assignments by intended target dates.
• Completes clerical duties including answering the telephone, responding to correspondence, sorting and distributing the mail, filing, typing, and other clerical responsibilities as assigned.
• Performs payroll functions for department, including the completion of payroll correction forms and maintenance of leave documents; monitors time and attendance.
• Maintains a database to monitor time and attendance, including tardiness, dock time, FMLA use and missing punches for every department employee and contractor.
• Submits requests for the repair and maintenance of office equipment for the department; maintains a par stock of supplies for the department.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• High School diploma or GED (Must provide proof at time of interview)
• Three (3) years of prior experience providing administrative support to a department or a member of management
• One (1) year of experience with one or more the following activities: scheduling events with multiple participants, updating records and reports, and experience responding to basic e-mail communications
• Intermediate experience in Microsoft Office applications including Excel, Word, and PowerPoint (MS Office testing will be administered, 70% minimum proficiency rate is required.)

MUST MEET ALL REQUIRED QUALIFICATIONS AT TIME OF APPLICATION FILING.

KNOWLEDGE, SKILLS AND ABILITIES

• Intermediate knowledge of Microsoft Office
• Knowledge of departmental and hospital policies/procedures
• Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
• Strong customer service and empathy skills
• Demonstrates good computer and typing skills
• Demonstrate good phone and email etiquette skills with strong response times
• Demonstrate analytical and organizational, problem-solving, critical thinking, and conflict management/resolution skills
• Demonstrate attention to detail, accuracy and precision
• Ability to prioritize, plan, and organize projects and tasks
• Ability to multi-task and meet deadlines in a fast paced and stressful environm