COMMUNITY HEALTH CENTERS, INC. OF SOUTHEASTERN IOWA, INC.

Job Description

Position Title: Administrative Assistant

Department:

Supervises: Not Applicable

Responsible to: CEO

OSHA Class:

Last Reviewed:

POSITION SUMMARY: Under general supervision, assists CEO and other management staff or organizational administration, with an emphasis on administrative coordination and document management.

JOB-SPECIFIC COMPETENCIES/ESSENTIAL FUNCTIONS/DUTIES &

RESPONSIBILITIES

1.  Assists CEO and other management staff in administrative tasks (including but not limited to):

·  Coordinates meetings, conferences, appointments; makes travel arrangements as necessary; prepares weekly calendar(s) for administrative staff;

·  Coordinates outgoing correspondence for CEO and other management staff (ensures accuracy);

·  Serves as custodian of automated check-signing machine. Runs checks authorized by CEO or Finance/Operations Manager.

2.  Acts as Administrative Assistant to Board of Directors and Board Committee members (including but not limited to):

·  Maintains board committee meeting documents.

·  Assist in ensuring compliance with board by laws and law regulation

·  Assist in development of clear and frequent lines of communication between the CEO and the board and committee members (e.g. meeting notices, documents, minutes, etc.)

·  Coordinates board/committee meetings.

·  Notifies board committee members of meetings. Maintains attendance summary forms for all meetings.

3.  Coordinates scheduling and document preparation for staff meetings (records minutes);

4.  Coordinates hiring process from initial posting through orientation including:

·  Maintains hiring file (e.g. advertisement, positions, applicants, ____, offer, etc.).

·  Coordinates initial orientation period and annual competency review system.

·  Maintains updated job descriptions.

·  Maintains employee health files

·  Maintains employee personnel files.

·  Coordinates employee termination process.

5.  Maintains efficient and orderly administrative filing system (i.e. management staff documents, personnel documents and board/committee documents).

6.  Assist in coordinating and resolving any facility HCVA or other building grounds problems with applicable contractors.

7.  Maintains all Governance and Administrative CHC / SEIA policy and procedure manuals (i.e. Personnel, Environment of Care, Information Management).

8.  Assist in on-site computer system trouble-shooting and assist in coordinating resolution.

9.  Maximizes use of technology for by administrative and support staff.

10.  Responsible for coordinating the credentialing of new providers; and ensures that re-credentialing is coordinated for licensures of all current providers.

11.  Assists CEO in their membership role in associations (Iowa Nebraska Primary Care Assoc., Illinois Primary Health Care Association, NACHC, etc.).

12.  Assists CEO in their role on community boards.

13.  Responsible to prepare final grant documents and ensure timely grant material prepared by applicable staff.

14.  Coordinates staff communication, which includes maintaining “Communications Board”, organizational phone directory, memo, voice mail, distribution list, and reports phone system problems to appropriate repair contractor.

15.  Demonstrates an understanding of the importance of CHC’s Mission Statement in performing all aspects of this position.

16.  Displays a caring and helpful attitude when interacting with patients, vendors and fellow employees. Strives to build cooperative partnerships, by treating all people both inside and out of CHC as a customer.

17.  Ability to establish and maintain an effective working relationship with other clinic personnel.

18.  Handles confidential information with tact and discretion on a need-to-know basis.

19.  Follows established policies and procedures for safety, infection and exposure control.

20.  Performs other duties, as assigned.

Competencies Required / Perinatal / Pediatric / Adolescent / Adult / Geriatric
Yes / N/A / Yes / N/A / Yes / N/A / Yes / N/A / Yes / N/A
Knowledge of Growth & Development
Ability to assess age specific data
Ability to provide & interpret age specific data
Possesses knowledge & ability to perform treatment
Exhibits age appropriate communication skills
Ability to involve family or significant other in decision making, related to plan of care

POSITION REQUIREMENTS

·  Education: Graduation from high school with additional secretarial or college courses in

the fields of secretarial science, office administration, business administration

or other related fields.

·  Licensure: N/A

·  Experience: 2 years of administrative support experience required; familiarity with

computers and word processing programs (Microsoft Office Professional); or any equivalent combination of education, training and experience that would provide the foregoing knowledge, abilities and skills.

·  Hours of Work: Some flexibility required.

·  Position Status: Exempt

·  Travel: As required

·  Exposure:

·  Physical:


PHYSICAL REQUIREMENTS OCCASIONAL FREQUENT CONSTANT

1-33% of Day 34-66% of Day 67-100% of Day

1-32 Reps/Day 33-200 Reps/Day >200 Reps/Day

SITTING 50%

STANDING 10%

BENDING (Stooping) 5%

REACHING-FORWARD 5%

REACHING-OVERHEAD

CLIMBING 5%

SQUATTING (Crouching)

KNEELING

WALKING 15%

CRAWLING

BALANCING

REPETITIVE LEG/ARM MOVEMENT 10%

(Foot or Hand Controls)

(Totals for combined columns should equal 100 percent)

COMMENTS

PHYSICAL REQUIREMENTS

OCCASIONAL FREQUENT CONSTANT

1-33% of Day 34-66% of Day 67-100% of Day

1-32 Reps/Day 33-200 Reps/Day >200 Reps/Day

LIFTING FLOOR TO KNUCKLE

12” TO KNUCKLE

KNUCKLE TO SHOULDER

SHOULDER TO OVERHEAD

CARRYING

PUSHING

PULLING

OTHER (Special)

(Totals for combined columns should equal 100 percent)

COMMENTS

I have reviewed this position description and understand the competency and performance expectations of my employment:

Employee Signature Date

I have reviewed this position description, including all position & age-specific competencies, with the employee:

Supervisor Signature Date

I have reviewed this position description with the supervisor and employee and believe it to be a true representation of the work to be performed by the employee:

Signature of Human Resources Director Date