Executive Administrative Assistant

KLICKITAT COUNTY PUBLIC HOSPITAL DISTRICT NO 1•Goldendale, WA

10h•$28 - $41•Onsite

About The Position

Klickitat Valley Health is now seeking a friendly and motivated, full-time Executive Administrative Assistant to fill the big role of supporting our Chief Executive Officer. The Executive Administrative Assistant is one who is highly organized, detail-oriented and efficient in order to manage multiple priorities and deadlines. This individual has exceptional communication skills represents the District in a positive manner and demonstrates excellence in their everyday work and in their interactions with other employees, patients and visitors. The Executive Administrative Assistant provides office/clerical support and maintenance duties for KVH Administration within his/her scope of practice (RCW 18.360.050). The Executive Administrative Assistant provides support for the directives, policies and positions of the Board of Commissioners, Chief Executive Officer (CEO) and other managers/directors as directed by the CEO/Board of Commissioners. The Executive Administrative Assistant will manage clerical and procedural responsibilities including but not limited to: accepts and screens telephone calls, takes messages or routes calls appropriately, prepares and processes correspondence and reports, schedules meetings, records minutes at meetings, receives visitors, maintains files/records/documents etc. with accuracy, dependability and confidentiality. The Executive Administrative Assistant demonstrates excellence in customer service during interactions with patients, families and other customers, vendors, and the general public, etc. and works collaboratively with colleagues and departments throughout the organization to provide optimal outcomes for both our patients and the general public in a compassionate, professional, ethical and knowledgeable fashion.

Requirements

High school diploma or GED required. Associate Degree preferred.
Knowledge/comprehension of secretarial duties, including: Microsoft Office programs (Word, Excel, Access, Outlook, PowerPoint, etc.) required and experience with Google Docs/Drive and Zoom preferred.
Have or obtain Washington Notary within 30 days.
At least three (3) year recent full time experience working in a secretarial or administrative assistant position required.

Responsibilities

Supports the mission, vision and values of the organization; assists Administration in communicating this information to organization staff.
Represents Administration to the public by screening and routing incoming telephone calls, recording and transmitting messages, receiving and announcing scheduled visitors, and screening unscheduled visitors.
Arranges appointments for CEO/Administration based on department master calendar, reschedules appointments when conflicts arise; creates, maintains and distributes the Administrator-on-call list.
Coordinates schedules for CEO, Commissioners and other Administrative staff for meetings, travel arrangements; assists with expense reimbursement forms processing as needed.
Coordinates Board of Commissioners meetings, prepares and posts approved Board meeting agendas including special meetings within the required notice time frame; types minutes of all Board meetings and posts approved meeting minutes on approved bulletin boards, as well as sending to Web Master for posting on KVH website; prepares and maintains Board books in preparation for Board meetings.
Creates, maintains and distributes Board of Commissioners timecard records to ensure accurate and timely payment.
Provides office/clerical assistance and support for the Board of Commissioners, Chief Executive Officer (CEO), other Administrative staff by: composing correspondence, memos, preparing and proofreading documents/reports, gathering information and statistics, inputting data, developing power point presentations and charts, developing various statements and rosters, maintaining files and records (both paper and electronic).
Maintains all contracts, including both provider and other contracts, in Policy Medical computer database system; ensures required documentation is in place and the contract is complete and maintains tickler system for contracts.
Ensures appropriate timely and accurate notification in newspapers, bulletin boards and/or other required sites of all KVH meetings or activities requiring legal public notice.
Maintains log of KVH related newspaper articles and meal tickets.
Coordinates District Conference rooms meeting schedules, supplies and layout as needed.
Coordinates various meetings as directed, including: notices, agendas, minutes, meals when required and other action items.
Provides public relations and communication contact with patients, family members, physicians, various agencies, and other people in the general public as needed representing Administration.
Enhances KVHs customer service reputation by assisting patients, physicians and visitors with resolving expressed concerns and complaints.
Reviews on a regular basis compliance with policy, procedure and practice and keeps all appropriate information confidential as defined by KVH policy.
Collects and maintains inventory of office equipment and supplies; processes requisitions for supplies and equipment through Meditech requisition process.
Arranges for the repair and maintenance of office equipment through Maintenance Connection.
Knowledgeable of and communicates information regarding hospital policy and procedures, while upholding the high expectations of KVH.
Attends mandatory in-services and other scheduled meetings.
Maintains Administrative Policies and Procedures
CEO Credit Card Reconciliation
Assistance with events, i.e. guest sign up lists and other related duties as requested by CEO.
Completes travel arrangements and reimbursements.
Performs other duties as assigned.