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ADMINISTRATIVE ASSISTANT

• From $16 an hour
• Part-time
• Monday to Friday /Expected hours: 30 per week
• Location: Community HealthNet, Inc. in Gary, IN 46402
• Experience: Administrative Assistants and Receptionists: 5 years (Preferred)
• Language:Spanish (Required) / Bilingual/English/Spanish
• Work Location: In person

Full job description {#full-job-description tabindex="-1"}

As a Bilingual Administrative Assistant to Outreach and Engagement Department, this position provides high-level, confidential administrative support to these positions. This position requires the assisting of individuals and families with enrollment in health coverage options offered by the State of Indiana, and will require the valid certification as an Insurance Navigator. Additional duties include clerical, administrative and project-based support, and include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence. This position is often privy to confidential information and as such, requires diplomacy and discretion. We are currently looking for:

1. Administrative Assistant to the Outreach and Engagement Department.

Outreach and Engagement department requirements:

• Answer phones, direct calls, and take messages for the Outreach and Engagement department.
• Professional written and verbal communication skills.
• Some experience posting on social media.
• Planning, organizing, and calendar management.
• Bilingual/ Spanish and English fluent, proficient in reading and writing both languages.
• Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, and address complaints.
• Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
• Compile, copy, sort, and file records of office activities, business transactions, and other activities.
• Navigator license within 30 days of employment.

ESSENTIAL JOB FUNCTIONS:

1. Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions, such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

2. Coordinates scheduling of appointments, for the department, as required.

3. Maintains the department's calendar and computer data.

4. Drafts correspondence for the department in accordance with oral and written instruction.

5. Gathers data for reporting purposes as required by the department.

6. Prepares meeting notices, agendas, and materials for distribution at various meetings, as directed by the department.

7. Attends various meetings, as required by the department to record accurate minutes of the meetings, and ensures information is distributed to appropriate parties, as directed by the department, as well as maintaining the minutes of each meeting in appropriate files.

8. Schedules and prepares yearly tasks related to UDS reporting, and demographic reports for year-end reporting purposes.

9. Prepares e-vite and/or written invitations, and agendas for all meetings and/or events as directed by the department.

10. Prepares appropriate filing system for important documents and ensures they are maintained in appropriate files.

11. Acts as a positive role model in supporting the mission and performance goals of Community HealthNet, Inc.

12. Maintains security and safety processes in accordance with protocols established by CHN's Security, Confidentiality, and Safety Policies, to ensure compliance at all times, for the well-being of staff, patients and visitors.

13. Participates in professional development activities, and/or attends required meetings/conferences, as directed by the department to keep current in health care trends and practices.

14. All other duties as assigned by the department.

QUALIFICATIONS:

• Associates degree in related field plus five year's experience or 10 years senior management/administrative support experience.
• Excellent verbal, written, and interpersonal communication skills.
• Demonstrate professional conduct at all times.
• Ability to multi-task and work in a changing and fast-paced environment
• Able to perform job function with a minimum of supervision
• Experience with and proficiency in using Microsoft Office Suite
• Demonstrated ability to show respect and sensitivity for cultural differences, promotes a harassment-free work environment, and is capable of relating to people of diverse age, ethnic, racial, cultural, and socioeconomic backgrounds.
• Strong demonstrated organizational skills, attention to detail, and project management capability.
• The ability to develop and maintain professional working relationships with physician and mid-level providers, executive staff, management and all other CHN staff.
• Ability to positively respond to issues as they arise in an effective manner.
• Ability to effectively work as a team member.
• Valid Driver's License and proof of Automobile Insurance

PHYSICAL DEMANDS AND ENVIRONMENTAL CONDITIONS:

• Work usually completed in normal office setting.
• Frequent listening and speaking
• Frequent viewing a computer monitor for extended periods of time.
• Frequently sitting
• Frequent repetitive motion utilizing hands and fingers.
• Occasionally required to use hand and finger motions to, handle, grip or feel.
• The employee must frequently lift and /or move up to 20 pounds.
• Occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Driving to meetings, etc.
• Travel to conferences, training, and meetings.
• This position can be subjected to high stress situations.

MACHINES, TOOLS, EQUIPMENT AND WORK AIDS: Computer, Telephone System, Microsoft Office Suite software, EPIC software, Fax Machine, Copier, Calculator and Hand-Scan Time Punch Machine

All employees are now required to have received, one dose of a single-dose vaccine or at least the first dose of a multiple-dose vaccine series, or have been granted a qualifying exemption, or identified as having a temporary delay as recommended by the CDC prior to providing any care, treatment or other services for the health clinic and/or its patients. The vaccine will be administered by the health clinic staff if the new staff member does not provide a valid vaccination card.