Administrative Assistant - Flagstaff (Elk Ridge) - Administration

The Administrative Assistant is responsible for performing administrative support and clerical duties of low to moderate complexity for the assigned department, program, or unit and its varied operations. In this role, the Administrative Assistant may be required to fulfill various administrative or clerical assignments and/or functions, such as a receptionist, clerical, administrative, or cashiering position. Completing these administrative or clerical functions, duties, and assignments follow well-established procedures and require limited judgment in their execution. The Administrative Assistant in this position will perform all functions and responsibilities of the position at a location assigned by management.

The Administrative Assistant in this position works with general supervision and review, and any work problems involving departures from standard policies, interpretations, or procedures are presented to the supervisor for resolution and direction.

The primary goal of the El Rio Health Administrative Assistant is to support El Rio’s Mission of providing comprehensive, quality health care that is affordable and accessible to all who may have healthcare needs, by successfully performing the primary essential functions.

Essential Job Functions:
• Performs all assigned administrative and clerical duties, tasks, responsibilities, and assignments supporting department, program, or unit operations within established time frames; meeting established rates of performance for the quality and quantity of work for the position; demonstrating a level of self-initiative, quality, efficiency, and accuracy in the employee’s job performance that ensures the highest standards of excellence.
• Maintains at all times organizational, employee, and/or patient confidentiality by controlling the environment and information being disclosed to authorized individuals ensuring compliance with all HIPAA and corporate compliance standards, as well as generally accepted human resources confidentiality standards.
• Understands and complies with all organizational Code of Conduct standards, Policies and Procedures, and Service Excellence requirements with all patients, visitors, employees, and internal/external clients or representatives.
• Demonstrates the knowledge, understanding, and technical skills to complete all administrative and clerical duties, tasks, responsibilities, and assignments working with office equipment, operating systems, organizational programs and/or business software, such as:
▪ Answers telephones, schedules appointments, and confirms appointments.
◦ Provides administrative support to other staff members in the performance of their assignments and departmental operations supporting patients, visitors, employees, and internal/external clients or representatives:
◦ Operates general and specialized office equipment such as: computers, copiers, multifunction printers, or postal equipment.
• Performs administrative or clerical tasks and projects, as assigned or requested, supporting the distribution of reports, summary information, and correspondence to departmental staff or other internal/external clients or representatives, such as:
◦ Performs data entry for departmental, program, or unit spreadsheets ensuring effective operational use and reporting, and maintains operational data integrity and standards;
◦ Generates scheduled or ad hoc informational reports utilizing standardized reports available in the operating systems, organizational programs and/or business software;
◦ Creates administrative files and performs ongoing file maintenance;
◦ Maintains office or departmental supply inventories; orders and tracks receipt of supplies, distribution, and usage;
◦ Maintains departmental, program, or unit operational and/or equipment logs.
• Performs the scheduling and coordination of assigned departmental, staff, and ad-hoc meetings; assisting with coordinating and scheduling room availability, printing and distributing agendas, preparing and distributing information packets, while maintaining all filing and maintenance of departmental records and documents.
• Demonstrates an understanding of and proficiency with the application of all Joint Commission Accreditation standards and reporting requirements applicable to an Administrative Assistant position.
• Demonstrates an exceptional level of customer service; answering and responding to all incoming calls, emails, and inquiries in a timely and effective manner, responds to requests for support providing general information in response to inquiries; referring technical inquiries or complaints to the appropriate department member for resolution.
◦ Consistently acknowledges and greets patients/visitors/clients in a warm professional manner by maintaining eye contac