Administrative Assistant

1 month ago

San Diego, California, United States Public Health Foundation Enterprises, In Full time

SUMMARY

Vaccines are one of public health's greatest achievements. Vaccines help prevent disease and help keep Californians of all ages healthy. The California Department of Public Health Immunization Program provides leadership and support to public and private sector efforts to protect the population against vaccine-preventable diseases.

This position includes a variety of administrative duties and clerical tasks necessary to support the Southern California Field Office. Duties include but are not limited to monitoring and organizing Microsoft Outlook email inboxes, uploading and organizing shared documents and contact lists, downloading and entering data, responding to inquiries. Reaching out to VFC providers for a variety of issues including scheduling, ordering vaccines, following up from visits, or reminders to recertify.

This is a temporary, grant-funded, full-time, benefited position. This position is expected to last through June 30, 2025 and may be extended should funding become available.

The hourly range for this position is $20.00 to $23.00 per hour depending on experience/ qualifications.

Must submit a resume with the application.

If hired for this position, applicant will be required to provide proof of full vaccination for COVID-19 prior to the start date; or have a valid religious or medical reason qualifying the applicant for an exemption (that may or may not require accommodation). The applicant will need to have the qualifying exemption.

ESSENTIAL FUNCTIONS

  • Provides administrative support to ensure efficient operation of Immunization Branch Programs.
  • Carries out administrative duties such as filing, typing, copying, binding, scanning, mailing, etc.
  • Schedules meetings and coordinates schedules for various program projects. Takes meeting notes.
  • Monitors and organizes email inboxes, responds to routine email inquiries and sends email notifications.
  • Uploads and organizes shared electronic documents; maintains electronic contact lists; creates electronic surveys.
  • Creates and maintains spreadsheets.
  • Enters data into Program systems, spreadsheets, and databases; data may include confidential/protected health information.
  • Exhibits polite and professional communication via phone, e-mail, chat software, and mail.
  • Performs other support duties as needed.

JOB QUALIFICATIONS

  • Four years of progressively responsible experience performing in technical or administrative assignments.
  • Proven database experience, such as Access or Excel; strong computer skills including Microsoft Word, Microsoft Office, PowerPoint, and/or similar programs.
  • Solid organizational skills to effectively manage multiple priorities.
  • Solid interpersonal communication skills to include verbal and written, active listening, and critical thinking.

Education/Experience

  • High school diploma or equivalent education required.
  • Prior administrative assistant or clerical experience, preferred.

Other Skills, Knowledge, and Abilities

  • Knowledge of appropriate software including: Microsoft Word, Excel, and Outlook, Microsoft PowerPoint, Microsoft Teams, and Adobe Acrobat
  • Problem solving
  • Organization
  • Must have WiFi/Internet access at remote location for use during work hours

PHYSICAL DEMANDS

  • Stand: Frequently
  • Walk: Frequently
  • Sit: Frequently
  • Handling / Fingering: Frequently
  • Reach Outward: Occasionally
  • Reach Above Shoulder: Occasionally
  • Climb, Crawl, Kneel, Bend: Not Applicable
  • Lift / Carry: Occasionally - Up to 30 lbs
  • Push/Pull: Occasionally - Up to 30 lbs
  • See (Vision): Constantly
  • Taste/ Smell: Not Applicable

Key

  • Not Applicable = Not required for essential functions
  • Occasionally = hrs/day)
  • Frequently = hrs/day)
  • Constantly = (5+ hrs/day)

WORK ENVIRONMENT

One to two days per week in-person in San Diego, CA, otherwise remote. Must have functioning internet access at remote location.

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR c)

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