PROGRAM ADMINISTRATIVE ASSISTANT - Alameda OP

Momentum for Health • San Jose, CA

2d • $33 - $36

About The Position

The Program Administrative Assistant provides administrative support to supervisors and professional staff, with an emphasis on residential and community programs. The role handles customer-service requests, gathers and processes information, schedules appointments, routes communications, investigates concerns, resolves problems, and tracks follow-up actions. It maintains databases, spreadsheets, medical charts, files, schedules, rosters, and other records; prepares reports and correspondence; and processes billings for MediCal and other insurance providers.

The position also supports community and agency trainings, meetings, and events, including taking and transcribing minutes. Other duties include supporting team or program discretionary resources and special projects, maintaining records of safety and security issues, reporting irregularities, and making errands and pickups or deliveries using a personal or agency vehicle.

The work schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m. This is a union position whose pay is set by the Collective Bargaining Agreement with SEIU Local 521. The listed current hourly rates are $32.70 at Step 1 and $36.11 at Step 6. The employer describes a benefits package for positions working 30 to 40 hours per week, including a defined contribution of up to $15,433.08 per year for a cafeteria plan, an employer-matched retirement plan, vacation and sick time, and paid holidays.

Requirements

• High school diploma, GED, or equivalent education.
• At least one year of responsible, full-time secretarial or clerical experience is essential; two years is desired.
• Typing speed of at least 40 net words per minute is essential.
• Computer literacy and intermediate ability with Microsoft Word, Excel, Outlook, and Windows-based databases.
• Familiarity with common office equipment, including fax machines, computer printers, photocopiers, and multi-line phone systems.
• Effective oral and written communication, including English grammar, spelling, and punctuation; legible handwriting or printing; and ability to proofread and edit work.
• Ability to coordinate multiple tasks, adapt to changing systems and environments, and maintain timelines and deadlines.
• Ability to remain calm and reassuring in stressful situations, including interactions with agitated individuals in person or by phone.
• Ability to work with minimal supervision, act resourcefully, recognize and resolve problems, and maintain confidentiality.
• Ability to work effectively with people of different value systems, ethnicities, cultural backgrounds, language capabilities, and disabilities.
• Exemplary customer service, compassion, and care in duties and interactions.
• Must be able to obtain criminal records clearance as required by Title XXII, other licensing regulations, and employer practices.
• Valid California driver's 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 meet the physical requirements of the essential job functions.

Nice To Haves

• Associate’s degree or graduation from a recognized business school or a related field.
• Typing speed of 50 net words per minute.
• Familiarity with UNIX-based databases.

Responsibilities

• Provide administrative support to supervisors and professional staff, particularly for residential and community programs.
• Respond to internal and external customer-service requests by telephone and in person; gather information, process routine inquiries, resolve customer needs or make referrals, clarify concerns, and schedule appointments.
• Manage communications through email, voicemail, inter-office and external mail, courier, phone routing, copying, and faxing.
• Investigate matters of concern, identify and resolve problems, review and compare documents, and track and follow up on action items.
• Maintain databases and spreadsheets, enter data, prepare and run reports, process MediCal and other insurance billings, and produce documents, spreadsheets, and correspondence.
• Create, update, maintain, route, and follow up on medical charts, files, lab results, and other records and tracking systems.
• Coordinate, attend, and support community and agency trainings, meetings, and events; take and transcribe minutes as needed.
• Participate in management of team or program discretionary resources available to meet client needs and perform special projects.
• Record and maintain files concerning safety and security issues and report irregularities to management.
• Run errands and make interdepartmental and off-site pickups and deliveries using a personal or agency vehicle.

Benefits

• Defined contribution of up to $15,433.08 per year for a cafeteria-plan benefits package, prorated for part-time employees working fewer than 40 hours per week; unused contribution is paid as taxable earnings.
• Retirement plan with an employer match starting at 4% after one year of employment.
• Vacation accruing up to 25 days per year.
• Six days of sick time per year.
• Twelve paid holidays.
• Medical plan choices through Kaiser and Sutter Health.
• Dental plan choices through Guardian, including an HMO and PPO plans.
• Two Guardian VSP vision plan options.

What This Job Offers

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