Previous Job
Previous
Administrative Assistant IV
Ref No.: 18-06320
Location: Santa Rosa, California
Start Date / End Date: 10/15/2018 to 04/30/2019
Description:
Provides more complex administrative support and project coordination for the department head, managers, and or staff members to include the following. Answers phones, screens calls, takes messages, and routes to appropriate members and staff. Greets KP visitors or outside vendors. May monitor and or respond to routine email inquires for others. 15 percent Manages multiple calendars and schedules and plans meetings. Arranges special events requiring solid understanding of event planning and coordination. Makes travel arrangements for the department head and or staff members. 20 percent Coordinates project proposals and recommends updates to department documents. 15 percent
Additional Job Details
May need to travel to San Rafael and Novato KP offices for meetings or admin support. ( at times can be all day or part of the day ) PART-TIME POSITION - M -F 8:30AM - 2:30PM (30 min. lunch) PLEASE BE SURE TO INCLUDE TEST SCORES ON ALL RESUMES (WORD AND EXCEL) Essential Functions: • Organizes and expedites flow of work for the manager's office and the department in accordance to manager's method of operation and the operations and procedures of the department and organization • Expertise and proficiency in minute taking for various medical committees. Medical lingo and verbiage knowledge would be an extreme plus. This is a key factor • Receives and screens telephone calls, letters, and/or visitors • Determines when to appropriately refer inquiries, requests or issues to managers or department staff members and follows up to ensure resolution on behalf of manager or department. • Schedules appointments and makes arrangements for meetings, conferences, and travel. • Answers routine questions and provides information related to general department operations, policies and procedures using discretion for matters pertaining to confidential or sensitive information. • Organizes and prepares routine correspondence for the department manager, as well as complex documents including reports, spreadsheets, presentations and various forms of communications documents requiring the integration of multiple office technology and software applications. • May act as the department's office resource for word processing and spreadsheet application. • Prepares special reports that require gathering, comparing and summarizing data. • Organizes and maintains files, correspondence and records • Tracks and compiles expenses and prepares monthly expense reports. • Pleasant, cheerful and professional demeanor with a can-do attitude is a must • Performs other related duties following standard office routine, practices and procedures or instructions. Qualifications: Basic Qualifications: • Five (5) plus years of experience performing administrative support functions for department managers. • Experience in coordinating and providing support to large complex projects. • High School Diploma or GED. • BA/BS preferred. • Excellent customer service. • Demonstrated oral and written communication skills required. • Advanced level proficiency with e-mail software, Microsoft Word and with any of the following office technology: PowerPoint and Excel. MS Access and Visio knowledge preferred. • Must be able to work in a Labor-Management Partnership environment. Skills testing: Microsoft Word (advanced), Excel (intermediate), and PowerPoint (intermediate)
Hours per Day 5.5
Hours per Week 27.5
Total Hours 781.00
Education
High School
Is a specific license of certification required?
No
Is a Motor Vehicle check required?
No
Is a Health Screen required?
Yes
Is a Physical Exam required?
No
Which department will this resource be working in?
Compliance
Attachment :

Job Summary:


Under limited supervision, supports the head of a department by providing advanced
level administrative support and general office duties that are of a highly responsible and confidential nature. Frequently handles highly confidential and sensitive information and files.
Communicates with contacts at all levels in and outside of the organization. Reports to Area Compliance and Privacy Officer.
Up to 20% travel to San Rafael and Novato required for meetings and other miscellaneous office duties.

Essential Functions:

• Organizes and expedites flow of work for the manager's office and the department in accordance to manager's method of operation and the operations and procedures of the department and organization
• Expertise and proficiency in minute taking for various medical committees. Medical lingo and verbiage knowledge would be an extreme plus. This is a key factor
• Receives and screens telephone calls, letters, and/or visitors
• Determines when to appropriately refer inquiries, requests or issues to managers or
department staff members and follows up to ensure resolution on behalf of manager
or department.
• Schedules appointments and makes arrangements for meetings, conferences, and
travel.
• Answers routine questions and provides information related to general department
operations, policies and procedures using discretion for matters pertaining to
confidential or sensitive information.
• Organizes and prepares routine correspondence for the department manager, as
well as complex documents including reports, spreadsheets, presentations and
various forms of communications documents requiring the integration of multiple office
technology and software applications.
• May act as the department's office resource for word processing and spreadsheet
application.
• Prepares special reports that require gathering, comparing and summarizing data.
• Organizes and maintains files, correspondence and records
• Tracks and compiles expenses and prepares monthly expense reports.
• Pleasant, cheerful and professional demeanor with a can-do attitude is a must
• Performs other related duties following standard office routine, practices and
procedures or instructions.

Qualifications:
Basic Qualifications:
• Five (5) plus years of experience performing administrative support functions for
department managers.
• Experience in coordinating and providing support to large complex projects.
• High School Diploma or GED.
• BA/BS preferred.
• Excellent customer service.
• Demonstrated oral and written communication skills required.
• Advanced level proficiency with e-mail software, Microsoft Word and with any of the
following office technology: PowerPoint and Excel. MS Access and Visio knowledge preferred.
• Must be able to work in a Labor-Management Partnership environment.
Skills testing: Microsoft Word (advanced), Excel (intermediate), and PowerPoint
(intermediate)