Office Assistant

Clarvida - California•Garden Grove, CA

6d•Onsite

About The Position

Under immediate supervision of the Office Manager, Executive Assistant and/or Program Director provides a broad range of office support to program staff and management ranging from answering and directing phone calls, greeting clients, vendors and other visitors, handling faxes and mail, photocopying, maintaining and ordering office supplies, scheduling meetings and appointments, preparing correspondence and spreadsheets, preparing invoices for payment, preparing and maintaining tracking reports and files. Other areas of responsibility are shipping and receiving of mail and packages, Interoffice/Program distributions and communications, maintenance of copy and fax machines, as well facility/office work requests (e.g. building management, vendors, handyman - simple repairs, etc.) and special projects as needed.

Requirements

One year work experience preferably in an office answering phones and providing general clerical support.
Must have excellent phone manner, good arithmetic skills and good spelling, grammar and punctuation skills
Intermediate level PC skills required, specifically excel.
Excellent organizational skills, interpersonal skills, computer skills and communication skills are a must
Ability to effectively prioritize and manage time
High School Diploma or GED with computer or business courses
Spanish Bilingual Required

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
Maintain and order inventory of order supplies
May pick-up meals for in-house meetings
Assists in new hire set-up process for office or program
Maintain and ensures HIPAA, ethical standards and professional boundaries with all staff and clients
Other duties as assigned or necessary to support the program, office and/or the company
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