Administrative Specialist
Company: Yakima Valley Farm Workers Clinic
Location: Cowiche
Posted on: September 18, 2024
Job Description:
Join our team as an Administrative Specialist - Programs at our
Yakima Administration in Yakima, WA, and be part of a healthcare
organization that believes in making a difference beyond medical
care! At Yakima Valley Farm Workers Clinic, we value inclusivity,
and we are more than just a job - we are a community committed to
the well-being of our migrant farmworkers.
We've transformed into a leading community health center. With 40+
clinics across Washington and Oregon, we offer 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.
Explore our short clips, " WE are Yakima - WE are Family " and "
YVFWC - And then we grew , " for a glimpse into our dedication to
our communities, health, and families.
What We Offer
- $17.98-$22.02/hour DOE with the ability to go higher for highly
experienced candidates.
- 100% employer-paid health insurance for employees including
Medical, Dental, Vision, Rx, 24/7 telemedicine; profit sharing,
403(b) retirement plan, generous paid time off, paid holidays,
uniform allowance, and more.
Essential Functions/Responsibilities/Duties
- Provides confidential administrative support to Program
Director and her designees including the processing of sensitive
information, documents, and correspondence and coordinating
schedules.
- Maintains accessible and updated policies, forms, procedures,
regulations and protocols.
- Handles, and distributes all incoming correspondence and
prioritizes it for the program director, replies when appropriate,
and routes to appropriate personnel. Reviews director's email as
requested. Replies when task is specifically delegated.
- Processes all outgoing mail.
- Receives, date stamps, and distributes incoming faxes, inter
office mail.
- Dates and sends outgoing faxes.
- Composes written correspondence, narratives, and reports as
requested.
- Develops paper and electronic filing systems and maintains
files.
- Maintains network files that are shared by supervisors.
- Maintains paper files for self and Program Director in a clear,
concise fashion.
- Purges materials per guidelines in a timely fashion.
- Assists with the preparation of reports and compiling data, as
well as the development of department forms.
- Composes, types and distributes various documents, (letters,
memos, etc) as directed by the Program Director.
- Develops department forms that are clear and concise.
- Prepares and/or assists in the statistical and other report
data documentation, (e.g. end of month, caseload stats).
- Develops spreadsheets and databases as required to facilitate
information processing for managers.
- Maintains organizational chart up-to-date and distributes in a
timely fashion.
- Maintains confidential, abbreviated HR files on department
staff.
- Processes applications for open positions and schedules
interview times.
- Develops, maintains, and utilizes a tracking system for various
assigned tasks.
- Develops, maintains, and utilizes a tracking system to assure
program director has items to review, read and approve in a timely
fashion.
- Monitors and coordinates purchasing needs of supervisors, as
requested. Utilizes purchasing software to submit purchases.
- Reconciles invoices, packing slips, and purchase orders. Routes
to Program Director for review and approval, and then sends to
Accounts Payable Department for payment. Tracks invoices and
expenses.
- Compiles budget-period ending requests for the Program Director
to review. Reviews request for high cost items prior to submitting
to program director.
- Monitors/tracks the ordering process from beginning to when
items are received.
- Runs reports from Legiant to ensure staff are in compliance
with job requirements.
- Monitors/orders office supplies, orders, receives and
distributes.
- Reviews and monitors for accuracy mileage/per diem calculations
on forms submitted by supervisors.
- Keeps department mileage calculation forms up to date.
- Completes check request forms as needed.
- Monitors office equipment and requests service as needed.
- Sorts and tallies end of month report data. Send compiled
documents to accounting and provides summary to the director.
Informs director when supervisors are behind.
- Sorts and tallies quarterly QA data submitted by the
supervisors. Prepares a quarterly report for the director. Keeps
director apprised of when supervisors are behind schedule.
- Processes concern reports in a timely fashion. Reviews for
completeness, then has program director review in a timely
fashion.
- Accurately completes and tallies time study data for the
department in a timely fashion.
- Demonstrates ability to operate existing computer system and
office equipment
- Will have potential for daily contact with clinic staff,
clinicians, patients, and representatives from outside agencies and
members of the community.
- Assists in resolving department questions or concerns with
administrative departments such as Human Resources, Accounting,
Purchasing, IS, Administration, etc.
- Prepares department administrative forms, e.g. equipment
requests, IS requests, HR forms, and WIC certification forms to the
State.
- Tracks department administrative forms, e.g. equipment
requests, IS requests, HR forms, and WIC certification forms to the
state.
- Greets the public and guests of the Program Director.
- Maintains contact with staff, clinicians, patients, agencies
and members of the community.
- Assist in solving patient complaints and concerns.
- Prepares meeting agenda. Takes, transcribes and distributes
minutes of meetings as directed by the Program Director.
- Schedules speakers for department meetings and supervisor
meetings as requested by the Program Director.
- Assembles meeting agenda, records various meetings (department,
supervisor) as directed by the program director.
- Ensures meeting facilities are prepared as directed by the
Program Director,
- Completes minutes in a timely fashion. Reminds program director
to review on a regular basis.
- Secures travel arrangements for the Program Director.
- Prepares mileage and travel form for the program director.
- Maintains supervisory calendar up-to-date.
- Maintains administrative calendar up-to-date.
- Schedules meetings in program director's calendar as
directed.
- Maintain phones lists, and birthday lists.
- Represent the Program Director at various meetings.
- Screens calls for the Program Director and responds when
appropriate.
Qualifications
- Education: Associates Degree or Certificate from an accredited
technical school. Two years of experience may substituted to meet
education requirement. Bachelor's Degree preferred.
- Experience: Two years' experience with complex office
responsibilities. One years' experience in office management
preferred.
- Knowledge/Skills/Abilities: Ability to maintain
confidentiality. Knowledge of secretarial skills including
answering phones, taking messages, typing, composition, scheduling
transcribing, etc. Strong word processing skills required and
strong spreadsheet skills (Excel) are essential. Knowledge of
database (Access) preferred (CHS). Ability to express self,
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. If working with WIC, experience in the WIC and
nutrition field is preferred.
Our mission celebrates diversity. We are committed to
equal-opportunity employment.
Contact us at ...@yvfwc.org to learn more about this
opportunity!
Keywords: Yakima Valley Farm Workers Clinic, Kennewick , Administrative Specialist, Administration, Clerical , Cowiche, Washington
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