Office Assistant

Clarvida•Garden Grove, CA

1d•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. This includes 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, and preparing and maintaining tracking reports and files. Other responsibilities include shipping and receiving of mail and packages, interoffice/program distributions and communications, maintenance of copy and fax machines, 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.
Excellent phone manner.
Good arithmetic skills.
Good spelling, grammar, and punctuation skills.
Intermediate level PC skills required, specifically Excel.
Excellent organizational skills.
Excellent interpersonal skills.
Excellent computer skills.
Excellent communication skills.
Ability to effectively prioritize and manage time.
High School Diploma or GED with computer or business courses.

Responsibilities

Answers and directs phone calls and takes messages as appropriate.
Greets visitors and directs them to the 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 the new hire set-up process for office or program.
Maintains 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, and visitors to schedule appointments and resolve office administration issues.
Occasionally assists 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.