Administrative Specialist-Programs

Join our team as an Administrative Specialist- Programs at our Yakima Administration Office! Be part of a healthcare organization that believes in making a difference beyond medical care. We've transformed into a leading community health center in the Pacific Northwest with 40+ clinics across Washington and Oregon, offering a wide range of services such as medical, dental, pharmacy, orthodontia, nutritional counseling, autism screening, and behavioral health. Our holistic model also extends assistance to shelter, energy, weatherization, HIV and AIDS counseling, home visits, and mobile medical/dental clinics.

About the role

1.0 FTE (40 hours per week), non-exempt position.

Pay

$18.75-$22.97/hour, with the ability to go higher for highly experienced candidates.

Benefits

• 100% employer-paid health insurance, including medical, dental, vision, Rx, and 24/7 telemedicine
• Profit sharing & 403(b) retirement plan available
• Generous PTO and 8 paid holidays

Responsibilities

• Provides confidential administrative support to Program Director and her designees, including processing sensitive information, documents, and correspondence, and coordinating schedules
• Maintains accessible and updated policies, forms, procedures, regulations, and protocols
• Handles and distributes all incoming correspondence, prioritizing it for the Program Director, replying when appropriate, and routing to appropriate personnel
• Reviews the director’s email as requested, replying when specifically delegated
• Processes all outgoing mail, receives, date stamps, and distributes incoming faxes and inter-office mail, and sends outgoing faxes
• Composes written correspondence, narratives, and reports as requested
• Develops paper and electronic filing systems and maintains files, including network files shared by supervisors and confidential HR files on department staff
• Purges materials per guidelines in a timely fashion
• Assists with the preparation of reports, compiling data, and developing department forms
• Composes, types, and distributes various documents (letters, memos, etc.) as directed by the Program Director
• Prepares and/or assists in statistical and other report data documentation (e.g., end-of-month, caseload stats)
• Develops spreadsheets and databases to facilitate information processing for managers
• Maintains an up-to-date organizational chart and distributes it in a timely fashion
• Processes applications for open positions and schedules interview times
• Develops and maintains tracking systems for assigned tasks and ensures the Program Director reviews items in a timely fashion
• Monitors and coordinates purchasing needs of supervisors, submits purchases using purchasing software, and reconciles invoices, packing slips, and purchase orders
• Tracks invoices and expenses, compiles budget-period ending requests for the Program Director to review, and monitors the ordering process from start to receipt
• Runs reports from Legiant to ensure staff compliance with job requirements
• Monitors and orders office supplies, reviews mileage/per diem calculations for accuracy, and keeps department mileage forms up to date
• Completes check request forms as needed and monitors office equipment, requesting service when necessary
• Sorts and tallies end-of-month and quarterly QA report data, prepares reports for the director, and informs the director when supervisors are behind schedule
• Processes concern reports in a timely fashion, ensuring completeness before the Program Director’s review
• Accurately completes and tallies time study data for the department
• Demonstrates ability to operate existing computer systems and office equipment
• Assists in resolving department questions or concerns with administrative departments such as Human Resources, Accounting, Purchasing, IS, and Administration
• Prepares department administrative forms (e.g., equipment requests, IS requests, HR forms, WIC certification forms) and tracks their progress
• Greets the public and guests of the Program Director, maintains contact with staff, clinicians, patients, agencies, and community members, and assists in resolving patient complaints and concerns
• Prepares meeting agendas, takes and distributes minutes, schedules speakers, and ensures meeting facilities are prepared
• Secures travel arrangements for the Program Director and prepares mileage and travel forms
• Maintains supervisory and administrative calendars, schedules meetings, and updates phone and birthday lists
• Represents the Program Director at various meetings and screens calls, responding when appropriate
• Performs other duties as assigned

Requirements

• Associate’s Degree or Certificate from an accredited technical school (Bachelor’s Degree preferred); two years of experience may be substituted to meet the education requirement
• Two years of experience with complex office responsibilities
• One year of experience in office management
• Ability to maintain confidentiality
• Knowledge of secretarial skills, including answering phones, taking messages, typing, composition, scheduling, and transcribing
• Strong word processing skills and spreadsheet skills (Excel) are essential; knowledge of database (Access) preferred
• Ability to express oneself verbally and in writing
• Ability to prioritize and handle a variety of tasks simultaneously
• Ability to periodically travel to and attend off-site meetings
• Ability to operate all standard office machines and equipment
• Ability to work with frequent interruptions
• Experience in the WIC and nutrition field is preferred if working with WIC