PACE Administrative Assistant

Responsibilities

• Filing and maintaining Interdisciplinary daily morning minutes, Service Determination Request logs, and weekly care plan schedule.
• Facilitating communication between PACE Center Director, Bienvivir personnel, and the general public.
• Preparing and distributing interdepartmental reports, letters, forms, center closure flyers notifications, the Interdisciplinary daily morning meeting minutes, and applications as directed by the PACE Center Director.
• Maintaining logs to include appeals, service determination requests, and any specialty reports as needed. Ensuring proper signatures are obtained.
• Clerical support for designated committees to include recording and transcription of minutes, preparing the agenda, correspondence, committee records, sending meeting notices, and submitting food requests when indicated.
• Receives and screens visitors and all incoming calls, responds to inquiries, determines priority, and alerts the PACE Center Director.
• Receives, sorts, and routes internal and external mail for the PACE Center Director on a daily basis.
• Manages the PACE Center Director’s daily calendar to arrange meetings, appointments, and conferences. Alerts supervisor when scheduling conflicts are identified and recommends options to resolve noted conflicts.
• Keeps Supervisor requests for time off organized and ensures there is appropriate coverage. Assists with new employees under the supervision of the PACE Center Director (completing New Employee Orientation checklist).
• Maintains appropriate office supply inventory and processes requisitions for office supplies and equipment, as needed, per established procurement protocols.
• Provides IT assistance with appropriate staff and assists in Zoom Conference(s) room for any issues that may occur.
• Assists with scheduling maintenance for copy machines on an as needed basis.
• May assist in making travel arrangements including airline and hotel reservations, requesting advance travel funds, reconciliation of settlement claims, and coordination with accounting staff, for the PACE Center Director and Supervisors as needed.
• Submits, picks up, and distributes PPE to supervisors under the PACE Center Director.
• Maintains monthly logs and sends out notifications to the proper disciplines for Lost and Found items.
• Assigns parking and maintains logs on an as needed basis.
• Assigns employee lockers and maintains logs on an as needed basis.
• Assists with transportation requests, ensuring the forms are filled out properly, there are no conflicts, and signs off.
• Assists with other clerical duties as assigned.

Quality Control

• Audits and reconciles reports for accuracy and completeness.
• Utilizes new electronic grievance/incident reporting system and provides assistance when needed. Works with Quality Improvement (QI) to ensure reports are complete and unerring.
• Assists PACE Center Director, QI, and Auditor with any internal or external audits.

Licensing/Regulatory

• Maintain Center Licensing Binder(s). Keeping abreast of expiration of licenses and providing notification to the PACE Center Director and Vice President of Center Operations, etc.
• Supports Center operations overall regulatory compliance and survey readiness activities. Assists with collecting date and documentation of requested information during inspections ensuring material is properly accounted, indexed, and organized.
• Run New Regs Report prior to care planning day to ensure all assessments have been completed; Run Care Plan Audit Report after care planning meeting and ensure all assessments have been signed; Track care plans that have been completed on the monthly I&A Schedule to ensure all care plans for the month are completed, forward to the PACE Center Director for approval; Email weekly care plan sign in sheets to the Transp. Manager; Update One Source for care plan assessments to be completed for the following month.
• Provide proper attention and assistance to the new Service Determination Request process for the assigned center(s). Keep accurate logs and communicate with the team to ensure process is followed accordingly.

CENTER BASE BACK UP SUPPORT

• Provide back-up relief for Social Work Clerk and Vice President of Center Operations Administrative Assistant on an as needed basis, as instructed by the PACE Center Director.
• Work with Vice President of Center Operations Administrative Assistant to ensure temperature logs are complete.
• Work with Floor Manager/Lead to submit weekly ADA to Vice President of Center Operations Administrative Assistant.

Safety/Environment

• Submit work orders to the Receptionist and communicate with the Facility Manager regarding maintenance, housekeeping, and safety issues.
• Coordinates and assists with facilitation of monthly fire drills to include record (i.e., sign in sheets, location of drill, findings) keeping of all data. Proper coordination with Dantek, Facility Manager, and Emergency Preparedness Coordinator (i.e., outlook appointment reminders).
• Generate Furniture Request Forms when ordering new furniture/keys/equipment.
• Generate Capital of Equipment Forms when transferring furniture/equipment from one center/departments to another.

Qualifications/Requirements

• High school graduate or equivalent supplemented by training in office procedures.
• Minimum of (3) years’ experience as an assistant supporting administrative operations and complex office practices and procedures.
• Bilingual (English/Spanish) preferred.

Required Skills

• Knowledge of/and experience in standard office practices and procedures.
• Ability to meet deadlines and adhere to schedules.
• Effective typing skills with ability to operate basic office equipment.
• Efficient and resourceful work approach, utilizing critical thinking skills to problem solve and prioritize completion of assigned tasks.
• Excellent listening and verbal communication skills; ability to work well with others and follow directions.
• Must have reliable transportation.