Administrative Assistant

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POSITION: Administrative Assistant

STATUS: Non-exempt; Full Time

REPORTS TO: Compliance/Executive Assistant

SUPERVISES: None

DEPARTMENT: Administration

OFFICIAL DUTY STATION: Administrative Office

SUMMARY:  

This position provides administrative support to the Compliance/Executive Assistant in multiple assignments of different activities and tasks associated with Administration. Administrative Assistant shall perform duties based on APHCV's policies and procedures.

APHCV expects all employees to respond and participate to emergency situation per emergency policies and procedures.

APHCV is a tobacco-free organization.

DUTIES AND RESPONSIBILITIES:

A. Records Management and Retention

1. File, organize, maintain, and retrieve documents, records, and reports for Administration, CEO, Medical Director, Director of Clinic Operations
2. Retrieve Administration related documents, records, reports, per the request of other Department/Unit managers/supervisors.
3. Assist in records retention and destruction of administrative documents per applicable APHCV policies and procedures.
4. Maintain organization and filing, both in paper and digital format, of organizational meeting materials (e.g. Board of Directors, Strategic and Annual Planning, Total Quality Management Committee, Medical Department Staff Training/Meeting, Provider QI/QA and Education Meeting, Peer Review Committee Meeting, Pediatric Health QI/QA Committee, and Women's Health QI/QA Committee)
    

B. Administrative and Logistical Support

1. Assist the Compliance/Executive Assistant in compliance activities, including but not limited to:
   
   1. Conducting internal audits to ensure that Departments/Units are complying to their respective policies and procedures (e.g. Exit Process for Non-Employee Procedure, Key Control, Conflict of Interest Procedure, Staff Training Procedure, Inventory of Equipment Containing ePHI Procedure, etc.).
   2. Run the Business Search, Excluded Parties List System (EPLS), List of Excluded Individuals/Entities (LEIE), and Suspended and Ineligible Provider List checks on consultants, contractors, and vendors via the California Secretary of State, System for Award Management (SAM), HHS Office of Inspector General, and California DHCS Medi-Cal websites, respectively.
   3. Check Compliance Boxes at all APHCV sites monthly.
   4. Check Compliance Line for any compliance-related voicemail messages.
2. Assist in the review and implementation of policies and procedures in Health Dox.
   
   1. Review and edit policies and procedures to ensure spelling, grammar, and formatting is correct prior to publishing

3. Assist in planning and scheduling meetings, teleconferences, and conferences
4. Develop PowerPoint presentations as directed by Compliance/Executive Assistant and by Supervisors for Monday Supervisor Training
5. Sort CEO, Medical Director, and Director of Clinic Operations' mail and correspondences
6. File various clinic related reports received from Health Care LA, IPA (HCLA) and MHLA in SharePoint and notify respective clinic staff
7. Assist in handling proposals, contracts, agreements, amendments, etc.
8. Assist in responding to general inquiries and requests.
9. Assist in drafting and copying letters, documents, etc.
10. Assist in developing the agenda, arrange lunch, setting up meeting room, and taking minutes for the Provider QI/QA and Education Meeting, Pediatric Health QI/QA Committee, Women's Health QI/QA Committee, and Board of Directors Meeting.
11. Assist in developing the agenda, setting up meeting room, and taking minutes for Medical Department Staff Training/Meeting and Peer Review Committee Meeting
12. Assist in completing applications, renewal applications, and processing fees for the following types of licenses and certificates:

1. California Department of Public Health (CDPH) Clinic/Health Facility License for all clinic sites
2. CDPH Clinical Laboratory Registration for all clinic sites
3. Board of Pharmacy Clinic Permit for all clinic sites
4. Drug Enforcement Agency (DEA) Registration for BHC, ERHC, and LFHC
5. The Centers for Medicare & Medicaid Services (CMS) Clinical Laboratory Improvement Amendments (CLIA) Certificate for the organization
6. California Department of Tax and Fee Administration (CDTFA) Environmental Fee for the organization

13. Assist in completing applications/forms for clinic programs for APHCV clinic sites such as CHDP, MHLA, and other payor programs.
14. Assist in maintaining, updating, and renewing/reapplying agency's general information recorded in external entities.
15. Prepare Administration related invoices for