Administrative Assistant II

Partnership HealthPlan of California • Fairfield, CA

14h • $34 - $40 • Onsite

About The Position

To provide administrative support to the department head, leadership teams, and staff as assigned. In addition to the Administrative Assistant I duties, the Administrative Assistant II has a higher level of experience and more autonomy, is involved in project coordination, identifies necessary efficiencies, and is exposed to confidential information.

Requirements

• High school diploma or equivalent
• Minimum one (1) year of experience performing general office duties and tasks, preferably in a healthcare environment; or equivalent combination of education and experience.
• Proficient in applicable business software applications such as Microsoft Office Suite.
• Project coordination experience
• Strong computer and internet research skills
• Flexibility
• Excellent interpersonal skills
• Ability to work well with all levels of internal management and staff, external clients, and vendors.
• Valid California driver’s license and proof of current automobile insurance compliant with Partnerships policy are required to operate a vehicle and travel for company business.
• Excellent oral and written communication skills are required.
• Excellent attention to detail and organization skills with ability to prioritize assignments, create and maintain effective filing systems, and meet deadlines.
• Ability to work independently and handle confidential and sensitive issues with tact and diplomacy.

Responsibilities

• Fields telephone calls.
• Receives and directs visitors.
• Maintains assigned calendars and schedules.
• Schedules and coordinates meetings.
• Prints and distributes meeting packets.
• Creates and processes expense reports.
• Creates correspondence, forms, reports, graphs, visual presentations, and other related documents.
• Places catering orders.
• Captures and publishes meeting minutes and other correspondence as directed.
• Develops, formats, and distributes information to internal and external stakeholders.
• Orders and maintains department supplies.
• Creates travel requests and travel arrangements as needed (airfare, hotel, rental cars, registration).
• Maintains organization charts.
• Creates and maintains effective filing systems.
• Creates, submits, and tracks to completion departmental training requests and other documents as directed.
• Ensures department employee timesheets are approved per payroll timelines.
• Works with department leadership to develop and submit monthly update reports and documents per schedule or direction.
• Responds to correspondence on behalf of direct manager as directed.
• Applies prior experience to identify necessary efficiencies and brings to leadership’s attention.
• Works with department leadership on project coordination as directed.
• Works with all levels of internal staff and external clients/vendors.
• Exposed to confidential, sensitive information.
• Responsible for department event planning and coordination (i.e. department meetings, teambuilding’s, etc.) and may assist with organization wide events if needed.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED