Administrative Assistant (Elk Ridge) - Flagstaff - Administration

El Rio Community Health Center•Flagstaff, AZ

113d

About The Position

The Administrative Assistant performs administrative support and clerical duties of low to moderate complexity for an assigned department, program, or unit. Assignments may include receptionist, clerical, or administrative functions and are carried out according to established procedures, with limited judgment and general supervision. Work is performed at a location assigned by management; issues involving departures from standard policies or procedures are referred to a supervisor. The role supports departmental operations, staff, patients, visitors, and internal and external clients. Duties include answering phones, scheduling and confirming appointments, operating office equipment, preparing reports and correspondence, entering and maintaining data, managing files and supplies, coordinating meetings, and processing documents such as invoices and work orders. The position also documents employee immunization information in the electronic health record, updates employee health records in HRIS software, and performs N95 fit testing for clinical staff. The Administrative Assistant is expected to protect confidential information, follow HIPAA and organizational compliance requirements, provide professional customer service, maintain a clean and safe work environment, and comply with applicable Joint Commission standards. The role also supports the organization’s community health mission and may perform other duties as assigned.

Requirements

High school diploma or General Education Diploma (GED).
One year of experience in a clerical or administrative office; healthcare experience is preferred.
A directly related equivalent combination of education and experience may be considered.
Current, valid Level I fingerprint clearance card in good standing, or application for the card within seven working days after beginning employment.
Reliable transportation capable of meeting organizational operational reassignments during the workday.
If driving during work hours, a valid driver’s license and compliance with Arizona vehicle insurance requirements.
Ability to maintain proficiency with organizational operating systems and software and learn new skills as systems and programs are upgraded.
Employees must undergo drug testing before employment and may be subject to post-accident, reasonable suspicion, return-to-duty, and follow-up drug and alcohol testing.

Nice To Haves

One year of healthcare experience as a Medical Assistant or Nursing Assistant.
Bilingual English/Spanish skills, including the ability to speak, read, and write in both languages.

Responsibilities

Perform assigned administrative and clerical work supporting department, program, or unit operations, meeting established quality, quantity, and time-frame expectations.
Protect organizational, employee, and patient confidentiality and comply with HIPAA, corporate compliance, and human resources confidentiality standards.
Follow the organization’s Code of Conduct, policies and procedures, and Service Excellence requirements.
Provide administrative support to staff and departmental operations.
Answer telephones, schedule appointments, and confirm appointments.
Operate general and specialized office equipment, including computers, copiers, multifunction printers, and postal equipment.
Complete assigned administrative tasks and projects, including distributing reports, summary information, and correspondence.
Enter departmental data into spreadsheets and maintain data integrity and standards.
Generate scheduled or ad hoc informational reports using standardized systems, programs, or business software.
Create and maintain administrative files and records.
Maintain office or departmental supply inventories; order supplies and track receipt, distribution, and use.
Maintain departmental operational and equipment logs.
Coordinate assigned departmental, staff, and ad hoc meetings, including room scheduling, agendas, information packets, and records.
Apply Joint Commission accreditation standards and reporting requirements relevant to the position.
Respond to incoming calls, emails, and inquiries in a timely and effective manner; provide general information and refer technical inquiries or complaints to appropriate staff.
Greet and acknowledge patients, visitors, and clients in a warm, professional manner.
Communicate effectively with patients, visitors, employees, and internal and external clients or representatives.
Support coworkers and contribute to a respectful, positive work environment.
Process, submit, and track documents such as invoices, requisitions, and work orders, obtaining approvals and submitting them to the appropriate department.
Accurately enter employee immunization information into the electronic health record.
Update employee health records in HRIS management software.
Perform N95 fit testing for clinical staff.
Maintain a clean, safe, and hygienic work environment and follow applicable infection-prevention and control procedures.
Apply compliance and reporting requirements related to Joint Commission Certification standards.
Represent Elk Ridge Community Health professionally and serve as an informational resource for the community.
Participate in community events promoting good health and awareness of the organization’s services.
Participate in appropriate healthcare activities at local, state, and national levels to support the organization’s image.
Use materials, supplies, and equipment cost-effectively and limit waste.
Maintain proficiency with organizational systems and software, learning and demonstrating new skills as systems are improved or upgraded.
Perform other duties as assigned.