Center Administrative Assistant

Center for Elders' Independence•Oakland, CA

3h•$25 - $36

About The Position

The Center for Elders Independence (CEI) is a PACE (Program of All-Inclusive Care for the Elderly) organization that uses an interdisciplinary team approach to care planning and implementation. It provides high-quality, affordable, integrated health care services to older adults, including an Adult Day Health Center, and promotes autonomy, quality of life, and the ability to live in the community. Under the supervision of the Day Center Supervisor, the Center Administrative Assistant staffs the Center reception area, ensuring that the phones and front door are covered at all times. The role provides customer service to the public, CEI staff, and participants, and administrative support to the Day Center Supervisor, Center Director, and other staff as directed. The hourly pay range is $25.25 to $35.86; placement in the range is based on job-related factors and CEI compensation practices.

Requirements

High school diploma, GED, or equivalent.
Two years of previous experience as a receptionist and/or administrative assistant.
Excellent verbal and written communication skills.
Courteous and professional telephone skills and customer service skills.
Ability to stay organized and function independently in the role.
Accurate typing and strong knowledge of word-processing and spreadsheet software, including MS Word, Excel, and Microsoft Exchange Software.
Typing speed of 45 words per minute.
Ability to effectively problem-solve complex issues.
Ability to work as a team player in a diverse, interdisciplinary setting.
Excellent interpersonal skills, including initiative and flexibility with work demands.

Nice To Haves

Previous experience working with frail elderly people in a health care setting.

Responsibilities

Monitor the front door, greet visitors and participants, and coordinate break and lunch coverage with designated center staff.
Answer the front desk phone using the phone script and route calls efficiently.
Provide customer service to callers, resolve problems when possible, and direct callers to appropriate staff.
Handle transportation department radio dispatch and route communications effectively.
Use transportation software to locate participant route information and answer questions about routes and timing.
Complete daily participant attendance records in the electronic health record and ensure visitors and visiting staff sign in and out.
Issue visitor badges and notify appropriate staff when visitors arrive.
Complete daily, weekly, and monthly reports and spreadsheets as assigned.
Receive packages and check delivery slips against package contents before signing for receipt.
Provide clerical support to the Center Director, Day Center Supervisor, and program staff as directed.
Prepare outgoing daily mail and distribute incoming mail.
Maintain office supply inventory and requisition replacements.
Troubleshoot copying and other equipment problems and contact the appropriate resource for repairs.
Maintain accurate participant demographic, address, and contact information in the electronic health record, ensuring information is available for emergency notifications.
Maintain marketing materials and provide marketing information to visitors upon request.
Maintain the conference room schedule and assist with setting up video conferences as needed.
Take participant photos for medical records and create participant badges.
Participate in fire drills and other emergency preparedness situations, undertaking duties assigned by the Center Director, Incident Commander, or designee.
Maintain confidentiality of company procedures, results, and information about participants and families.
Follow CEI policies and procedures, complete required training, and maintain a safe working environment in accordance with CEI safety policies.
Maintain a courteous, helpful, and professional attitude and provide responsive customer service to all customer groups.
Perform other duties as assigned in a positive and helpful manner.