NANA Regional Corporation Administrative Assistant in San Diego, California

Administrative Assistant

Description

Do you want the opportunity to apply your skills to solve meaningful challenges? Would you like to contribute to a team where your work will make a difference and your expertise is valued? Are you passionate about providing great customer service?

AGS specializes in compliant, innovative, and efficient detention management, health services, and records and document management services. AGS safeguards some of the most demanding missions facing key federal agencies including the Department of Homeland Security and the U.S. Air Force.

DUTIES AND RESPONSIBILITIES:

  • Types a variety of materials in the form of memoranda, letters, briefing materials and reports.

  • Receives visitors and telephone calls for the supervisor, referring callers directly to supervisor or screening those which in the incumbent’s judgment can be handled by the supervisor’s subordinates or others offices and tactfully refers them as appropriate.

  • Personally takes care of many matters and questions including answering substantive questions not requiring research or technical knowledge.

  • Maintains supervisor’s calendar and schedules appointments and meetings upon own imitative based upon personal knowledge of supervisor’s workload and current issues of importance with or without prior clearance. Reminds supervisor of appointments and briefs supervisor on the matters to be considered on the matters to be considered before the scheduled meetings. On own initiative, reschedules appointments when it becomes apparent that the supervisor will not be able to meet previous engagements.

  • Receives and screens all incoming correspondence and directives to keep aware of the activities of the office. Determines those that can be acted upon personally and takesnecessary action. When necessary uses initiative to obtain clarification or instructions from originating offices.

Types a variety of materials in the form of memoranda, letters, briefing materials and reports.Receives visitors and telephone calls for the supervisor, referring callers directly to supervisor or screening those which in the incumbent’s judgment can be handled by the supervisor’s subordinates or others offices and tactfully refers them as appropriate.Personally takes care of many matters and questions including answering substantive questions not requiring research or technical knowledge.Maintains supervisor’s calendar and schedules appointments and meetings upon own imitative based upon personal knowledge of supervisor’s workload and current issues of importance with or without prior clearance. Reminds supervisor of appointments and briefs supervisor on the matters to be considered on the matters to be considered before the scheduled meetings. On own initiative, reschedules appointments when it becomes apparent that the supervisor will not be able to meet previous engagements.Receives and screens all incoming correspondence and directives to keep aware of the activities of the office. Determines those that can be acted upon personally and takesnecessary action. When necessary uses initiative to obtain clarification or instructions from originating offices.

  • Controls incoming and outgoing correspondence and action documents, following up to ensure that deadlines are met for responses.

  • Receives requests for information, advising when material can be furnished and prepares it personally or follows up to ensure it is prepared within deadlines. Assembles, compiles, and summarizes information from files and documents in the office or other available sources for use by the supervisor or other staff members.

  • Arranges for meetings, including making reservations for conference rooms and notifying participants. When necessary, attends meetings and prepares reports of the proceedings.

Arranges for meetings, including making reservations for conference rooms and notifying participants. When necessary, attends meetings and prepares reports of the proceedings.

  • Establishes and maintains working files. Reviews files to meet current needs and periodically reviews materials for disposition.

  • Ability to work in a multi-cultural and multi-language environment and be able to work through translation services if not fluent in a second language.

  • Adheres to the policies, procedures and accreditation standards as prescribed by IHSC.

  • Performs record keeping functions in accordance with program policies.

  • Maintains patient confidentiality and confidentiality of medical records.

  • Attends general/medical staff meetings.

  • Completes all training as required/assigned.

  • Participates in quality improvement activities.

  • Demonstrates proficiency with electronic health record as appropriate to position.

  • Answers and screens telephone calls and takes messages as a medical facility receptionist in a professional and appropriate manner. Screens telephone calls and visitors; makes appropriate referrals to other clinic staff and to other organizational segments; makes appointments for the staff.

  • Assures compliance with the Privacy Act in all activities.

  • Performs other duties and responsibilities as assigned.

Receives requests for information, advising when material can be furnished and prepares it personally or follows up to ensure it is prepared within deadlines. Assembles, compiles, and summarizes information from files and documents in the office or other available sources for use by the supervisor or other staff members.Arranges for meetings, including making reservations for conference rooms and notifying participants. When necessary, attends meetings and prepares reports of the proceedings.Establishes and maintains working files. Reviews files to meet current needs and periodically reviews materials for disposition.Ability to work in a multi-cultural and multi-language environment and be able to work through translation services if not fluent in a second language.Adheres to the policies, procedures and accreditation standards as prescribed by IHSC.Performs record keeping functions in accordance with program policies.Maintains patient confidentiality and confidentiality of medical records.Attends general/medical staff meetings.Completes all training as required/assigned.Participates in quality improvement activities.Demonstrates proficiency with electronic health record as appropriate to position.Answers and screens telephone calls and takes messages as a medical facility receptionist in a professional and appropriate manner. Screens telephone calls and visitors; makes appropriate referrals to other clinic staff and to other organizational segments; makes appointments for the staff.Assures compliance with the Privacy Act in all activities.Performs other duties and responsibilities as assigned.

Qualifications

MINIMUM QUALIFICATIONS:

  • Proficient/skilled in Microsoft Office applications. Must have six months experience in use of Word, Outlook, and Excel.

  • Can perform the duties of the job in a stressful environment.

  • Knowledge of basic office equipment use including copy machine, scanner, computer, printer. Must know how to copy and move files between computer drives, desktop, and computer applications. Must know how to trouble shoot equipment.

  • Incumbent will work approximately 95% of time using computers, scanners, and printers and must be computer literate in their usage.

  • Continuous BLS (CPR) certification.

  • Must adhere to requirements for safety, infection control, quality assurance, maintenance of records of patients seen, statistical information gathering, etc.

  • Must pass all facility competency testing initially, annually, and as needed.

  • Must pass initial Security Investigation prior to first day on duty and maintain clearance for the duration of time on the contract.

  • Ability to communicate proficiently in English in order to develop rapport with residents, coworkers and administration.

  • Must pass initial Security Investigation by ICE prior to first day on duty and maintain clearance for the duration of time on the contract.

PHYSICAL DEMANDS:

  • Required to walk unaided at a normal pace for up to 10 minutes and maintain balance.

  • Required to respond to any medical emergency within 4 minutes, where a fast walk or jog may be necessary to provide assistance.

  • Required to perform CPR/emergency care standing or kneeling.

  • Must have the ability to assist sick, injured or aging detainees or staff exiting the building during an emergency (may require lifting, dragging, wheeling or carrying someone who weighs significantly more than self).

  • Must be able to see, hear and smell with or without the use of aides if necessary. (exceptions on a case by case basis).

  • Must easily alternate between kneeling and standing.

  • Must be able to lift, push, or carry 30 pounds.

  • Must perform the duties in a stressful and often austere environment without physical limitations.

  • Must be capable of standing on hard services (cement floors) for long periods of time.

SUPERVISORY CONTROLS:

This is a contract position and supervisory controls will be set forth by the contract vendor. Technical oversight will be provided by the government Regional Clinical Director and Regional Health Service Administrator or their designee.

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  • This position is contingent on contract/task award, or funding. \

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  • We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted.

AN EQUAL OPPORTUNITY EMPLOYER

We are Equal Opportunity Employers. Prospective employees will receive consideration without discrimination because of race, color, religion, creed, gender, national origin, age, disability, marital status, veteran status, sexual orientation, or any other legally protected status.

We are committed to Equal Employment Opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position please contact, Recruiting Services at job-assist@akima.com or 571-353-7053. The dedicated email and telephonic options above are reserved only for individuals with disabilities needing accessibility assistance. Please do not use the dedicated phone number above to call on the status of your job application if you do not require accessibility assistance or an accommodation. Reasonable accommodation requests are considered on a case-by-case basis.

In order for our company to stay compliant with government regulations, please apply on line. Please DO NOT email resumes or call in lieu of applying online unless you have a physical and/or mental disability and need assistance with the online application.

Job: Office & Administrative Support

Primary Location: US-CA-San Diego

Schedule: Full-time

Shift: Day Job

Req ID: AGS00454