Administrative Assistant II

1 day ago

Chula Vista, California, United States Community Health Group Full time
Job Summary

We are seeking an experienced Administrative Assistant II to join our team at Community Health Group. The successful candidate will provide administrative support to the Finance division, handling correspondence, reports, and records, as well as coordinating schedules and travel arrangements.

Responsibilities
  • Provide secretarial support functions, including handling correspondence, reports, and records, and screening telephone calls.
  • Coordinate time commitments, schedules meetings, and arrange travel.
  • Organize work by providing administrative support functions, including organizing correspondence, minutes, meetings notices, and expense reports.
  • Order meals for assigned meetings.
  • Produce information and reports, including minutes for meetings called or accommodated by the division Chief.
  • Prepare agendas, confirm attendance, and record minutes of meetings.
  • Prepare, compose, and type letters, memorandums, reports, and other material as directed.
  • Support the team effort by maintaining established departmental policies and procedures, objectives, and safety standards.
  • Enhance professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
  • Maintain product and company reputation and contribute to the team effort by conveying a professional image and accomplishing related tasks.
  • Monitor, track, and report warehouse safety status by conducting periodic inspections.
  • Maintain facility records, including Safety Data Sheets (SDS) and documents for site equipment.
  • Track and maintain documents related to inspections of site and/or Facilities Department.
  • Demonstrate and support an environment of safety, good working relationships, quality, and productivity.
  • Assist with scheduling third-party vendors for facilities maintenance.
  • Conduct early morning facilities walk-throughs to ensure the building is in excellent shape before employees arrive for work.
  • Assist the Safety Officer with preparing safety and facilities materials, binders, etc., in preparation for audits or safety/facilities matters.
  • Serve as a back-up to document all daily facilities work order requests in an Excel Spreadsheet or other management tracking system.
  • Perform other special projects as assigned by Executives and Senior Management staff.
Requirements
  • Vocational or specialized training.
  • BA degree in Finance or related field preferred.
  • 5 years' experience as executive/administrative secretary or office manager or equivalent.
  • 3 years in financial or accounting setting or related environment highly desirable.
  • Knowledge of general accounting and finance practices.
  • Expert-level knowledge of all Microsoft programs (Word, Excel, PowerPoint, Outlook, etc.).
  • Strong organization skills; excellent fluent written and verbal communication, analytical, and decision-making skills.
  • Discretion, good judgment, organizational ability, initiative, the ability to work independently.
  • Excellent customer service and interpersonal skills with the ability to interface effectively with all levels of staff and provider populations.
  • Must be computer literate with advanced-level expertise using spreadsheets and word processing software.
  • Bilingual English/Spanish preferred.
Physical Requirements
  • May require prolonged sitting.
  • Frequent traveling, including driving with County of San Diego.
  • May be required to work evenings and weekends.

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