Office Assistant II

Clarvida - California • San Diego, CA

4d • $23 - $25 • Onsite

About The Position

Under immediate supervision of the Office Manager, Executive Assistant and/or Program Director, this role provides a broad range of office support to program staff and management. Responsibilities include answering and directing phone calls, greeting clients, vendors, and visitors, handling faxes and mail, photocopying, maintaining and ordering office supplies, scheduling meetings and appointments, preparing correspondence and spreadsheets, preparing invoices for payment, and preparing and maintaining tracking reports and files. Additional duties involve shipping and receiving mail and packages, interoffice/program distributions and communications, maintenance of copy and fax machines, handling facility/office work requests (e.g., building management, vendors, simple repairs), and assisting with special projects as needed.

Requirements

• One year work experience preferably in an office answering phones and providing general clerical support
• Excellent phone manner
• Good arithmetic skills
• Good spelling, grammar and punctuation skills
• Intermediate level PC skills required
• Excellent organizational skills
• Excellent interpersonal skills
• Excellent computer skills
• Excellent communication skills
• Ability to effectively prioritize and manage time

Nice To Haves

• Associate’s Degree preferred in business or technical school

Responsibilities

• Answers and directs phone calls and takes messages as appropriate
• Greets visitors and directs to appropriate person
• Prepares outgoing faxes and distributes incoming faxes
• Photocopies a broad range of materials
• Schedules meetings and appointments
• Types routine correspondence and prepares files as assigned
• Maintains and orders inventory of office supplies
• May pick-up meals for in-house meetings
• Assists in new hire set-up process for office or program
• Maintains and ensures HIPAA, ethical standards and professional boundaries with all staff and clients
• Develops and maintains varied tracking reports, contracts and/or agreements
• May write own correspondence and prepares correspondence for management
• Interfaces with clients, vendors, visitors to schedule appointments and resolve office administration issues
• Occasionally assist or handles small office moves (office furniture)
• May handle or assist with billing to clients or MediCal and MediCare
• Researches and prepares special projects as assigned
• May assist supervisor or management in the development of the work unit’s annual budget, contracts and monitoring adherence to such on a monthly basis; attend meetings and/or trainings to take notes or minutes
• Recommends changes to internal office procedures and workflow
• Other duties as assigned or necessary to support the program, office and/or the company

Benefits

• Paid vacation days (increase with tenure)
• Separate sick leave that rolls over annually
• Up to 10 paid holidays
• Medical, dental, and vision insurance options
• DailyPay – access your earnings without waiting for payday
• Training, development, and continuing education opportunities
• 401(k)
• Free licensure supervision
• Pet insurance
• Employee Assistance Program (EAP)
• Perks @ Clarvida – national discounts on shopping, travel, Verizon, and entertainment
• Mileage reimbursement
• Cellphone stipend

What This Job Offers

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