FLOAT ADMINISTRATIVE ASSISTANT

Momentum for Health • San Jose, CA

5d • $33 - $36

About The Position

The Float Administrative Assistant provides administrative support to supervisors and professional staff across different sites and service areas, covering other administrative assistants’ duties as needed. Areas may include assessments/customer service, chart room, clinic, facilities, programs, purchasing, reception, and residential services. The role involves customer service, communications, problem-solving, data entry and reporting, medical chart and records maintenance, meeting support, purchasing and inventory, agency vehicle administration, and special projects. The position may also coordinate other administrative staff and volunteers, train newly hired staff in program systems, run errands and deliveries, and maintain safety and security records.

The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m. The position is covered by a union collective bargaining agreement. The stated current hourly rates range from $32.70 at Step 1 to $36.11 at Step 6.

For positions of 30 to 40 hours per week, the employer offers a defined contribution of up to $15,433.08 per year for a cafeteria-style benefits plan, prorated for employees working fewer than 40 hours weekly. Unused contribution is paid as taxable earnings. Benefits include medical, dental, and vision options, a retirement plan with an employer match starting at 4% after one year, vacation accruing up to 25 days annually, six sick days per year, and 12 paid holidays.

Requirements

• High school diploma, GED, or equivalent education, plus at least one year of responsible, full-time secretarial or clerical experience.
• Typing speed of at least 40 net words per minute.
• Computer literacy, including intermediate use of Microsoft Word, Excel, Outlook, and Windows-based databases, and basic internet navigation and online search ability for ordering.
• Familiarity with common office equipment, including fax machines, computer printers, photocopiers, and multi-line phone systems.
• Effective oral and written communication, including appropriate English grammar, spelling, and punctuation; legible handwriting or printing; and the ability to proofread and edit one’s own and others’ work.
• Ability to coordinate multiple tasks, remain flexible, and maintain timelines and deadlines.
• Ability to adapt to changing systems, methods, and environments.
• Ability to remain calm and reassuring in stressful situations and when interacting with agitated individuals in person or by phone.
• Ability to work with minimal supervision and show resourcefulness in completing tasks.
• Ability to recognize, investigate, troubleshoot, and resolve problems.
• Ability to respect and maintain confidentiality.
• Ability to work effectively with people with different value systems, ethnicities, cultural backgrounds, language capabilities, and disabilities.
• Ability to provide exemplary customer service, compassion, and care in duties and interactions.
• Must be able to obtain a criminal records clearance as required by Title XXII, other licensing regulations, and Momentum practices.
• Valid California driver license, access to a reliable vehicle or ability to drive a company vehicle, current proof of auto liability insurance, and a clean DMV record.
• Ability, with or without accommodation, to perform the physical requirements of the job, including frequent hearing and speaking by phone and in person, standing, walking, sitting, pinching, and finger flexion; and occasional lifting, carrying, pushing, pulling, bending, stooping, crouching, kneeling, and twisting.

Nice To Haves

• At least two years of responsible, full-time secretarial or clerical experience.
• Associate’s degree or graduation from a recognized business school or a related field.
• Typing speed of at least 50 net words per minute.
• Familiarity with UNIX-based databases.

Responsibilities

• Provide administrative support to supervisors and professional staff across different sites and service areas, covering other administrative assistants’ duties.
• Respond to internal and external customer service requests by telephone and in person; gather information, process routine inquiries, resolve needs or make referrals, clarify concerns, and help ensure accurate service delivery and data.
• Facilitate communications through email, voicemail, inter-office and external mail and courier, phone answering and routing, copying, and faxing.
• Investigate concerns, identify and resolve problems, review and compare documents, and track and follow up on action items.
• Maintain databases and spreadsheets; prepare reports and billings for MediCal, other insurance providers, and vendors; produce documents, spreadsheets, and correspondence from prepared copy, drafts, and other sources.
• Create, update, maintain, and route medical charts and files according to company protocols; follow up on lab results and maintain other filing, recordkeeping, schedule, roster, and database systems.
• Coordinate, attend, and support community, agency, and team trainings, meetings, and events, including taking and transcribing minutes as needed.
• Track inventory; research products; prepare purchase orders, requisitions, and work orders; communicate with vendors; order supplies; and maintain expenditure records, including credit card, gift card, and petty cash usage.
• Administer agency vehicle use, including scheduling maintenance, reporting accidents, forwarding insurance claims, maintaining mileage and usage reports, and scheduling vehicles.
• Participate in management of team or program discretionary resources available to meet client needs and perform special projects.
• Coordinate and direct activities of other administrative staff in the work unit, including volunteers, and train newly hired staff in program systems.
• Run errands and make interdepartmental and off-site pickups and deliveries using a personal or agency vehicle.
• Record and maintain files on safety and security issues and report irregularities to management.

Benefits

• Defined contribution of up to $15,433.08 per year for a cafeteria-style benefits plan for eligible 30- to 40-hour-week positions, prorated for employees working fewer than 40 hours per week; unused contribution is paid as taxable earnings.
• Medical plan options through Kaiser and Sutter Health.
• Dental plan options through Guardian, including one HMO and two PPOs.
• Two Guardian VSP vision plan options: standard and enhanced.
• Retirement plan with an employer match starting at 4% after one year of employment.
• Vacation accrual of up to 25 days per year.
• Six days of sick time per year.
• 12 paid holidays.

What This Job Offers

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