Administrative Assistant III

US-CA-Santa Ana | US-CA-Los Angeles
Job ID
2017-4944
Category
Administrative Support

Overview

Provides administrative support to the assigned unit. Responsibilities may include: scheduling appointments, giving information to callers, dictation, composing memos, transcribing notes, handling multiple projects, and preparing and monitoring invoices and expense reports. May also research and create presentations, generate reports, represent management at meetings and assist in compiling and developing the annual budget.

Responsibilities

  1. Provides administrative support, including typing, filing, MIS reports, copying, etc. to management staff.
  2. Ensures adequate level of supplies for department/division offices.
  3. Maintains suspense file (Things to do...file).
  4. Typing, dictation, proofreading, editing and transcribing.
  5. Meeting: coordination, ensure that room and equipment are in working order, prepare materials, invite, confirm attendance, take minutes.
  6. Maintains and tracks invoices receipt and payment timely and accurately.
  7. Collects and processes timecards.
  8. Reports and resolves facility problems and repairs.
  9. Reviews and delivers mail.
    1. Phone a Maintenance Voice mailbox database, Add, delete, modify the user mailbox.
    2. Reset mailbox security code.
    3. Help new staff to setup the voice mailbox.
    4. Perform the base problem troubleshoot for Voice mail and phone.
    5. Report any unsolved problem, change, to IT Help Desk.
    6. Provide Administrative training to A.A. I & II as needed.
    7. Save all the training documents of voice mail and phones.
  10. Be a site contact person for the phone vendor technician administrator.
  11. Documentation Maintenance and processing as it relates to licensing, permits, etc.
  12. Represent management staff at meetings and take notes as needed.
  13. Works closely with program administration/corporate facility management in order to ensure budgetary goals and schedules are met.
  14. Assist with the coordination of business travel as needed.
  15. Performs other related duties as assigned.

Qualifications

  1. High School diploma or equivalent required. Associates degree highly preferred.
  2. A minimum of four years experience in an office environment performing a similar level of work required.
  3. Prior health care experience preferred.
  4. Able to speak, read, and write in English, Spanish, and Chinese strongly preferred.

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