ADMINISTRATIVE ASSISTANT III - BILINGUAL

ADMINISTRATIVE ASSISTANT III - BILINGUAL

Job Number : 00133539

00133539

Job Posting

Feb 15, 2024, 12 : 28 : 57 PM

Closing Date

Mar 1, 2024, 12 : 59 : 00 AMFull-timeShift Start Time : 8 : 00Shift End Time : 4 : 00Collective Bargaining Unit : RWDSU Local 200 Admin Assistants BHSPosting Salary : $28.764 HOURLY

Organization

Health and Hospital Systems LOCATION : ACHN DEPARTMENT : JORGE PRIETO HEALTH CENTER SHIFT : 8AM - 4PM, ROTATING SATURDAYS JOB SUMMARY RWDSU LOCAL 200

The Administrative Assistant III, Bilingual will serve a pivotal role providing staff support to both primarily the Health Center and the Department Leadership Team, and provide support on a daily basis for Patient Satisfaction initiatives.

• This position will perform the following on a daily basis : schedule and organize meetings, conferences and presentations;
• manage calendars; act as receptionist; address departmental communication by responding to inquiries via email and phone;
• prepare simple correspondence; update budgets and review expense reports; maintain inventory; update and maintain department records;

assist with onboarding new personnel; monitor the credentialing process; liaise with other departments and personnel; and performs all other related duties as assigned

Typical Duties

• Maintains documents related to compliance with legal and regulatory bodies and the operation of the department.
• Distributes copies of current and updated policies procedures, protocols, interagency agreements and directives to all departmental services.
• Orients new hires to time and attendance requirements and departmental expectations.
• Assists in planning and maintaining the department budget and staffing.
• Prepares documents related to the hiring process, including Requests to Hire, and candidate packets.
• Completes purchase requisitions and any other documents needed for equipment and reimbursements.
• Adheres to the Cook County Health & Hospitals System (CCHHS) and departmental confidentiality policies related to patient care and sensitive activities, including personnel related actions.
• Determines priority of work as assigned and completes assignments by intended target dates.
• Completes clerical duties including answering the telephone, responding to correspondence, sorting and distributing the mail, filing, typing, and other clerical responsibilities as assigned.
• Performs payroll functions for department, including the completion of payroll correction forms and maintenance of leave documents;

monitors time and attendance.

• Maintains a database to monitor time and attendance, including tardiness, dock time, FMLA use and missing punches for every department employee and contractor.
• Submits requests for the repair and maintenance of office equipment for the department; maintains a par stock of supplies for the department.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• High School diploma or GED (Must provide proof at time of interview)
• Three (3) years of prior experience providing administrative support to a department or a member of management
• One (1) year of experience with one or more the following activities : scheduling events with multiple participants, updating records and reports, and experience responding to basic e-mail communications
• Intermediate experience in Microsoft Office applications including Excel, Word, and PowerPoint (May be required to test for proficiency)
• Bilingual, English / Spanish ( (May be required to test for proficiency)

KNOWLEDGE, SKILLS AND ABILITIES

• Intermediate knowledge of Microsoft Office
• Knowledge of departmental and hospital policies / procedures
• Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
• Strong customer service and empathy skills
• Demonstrates good computer and typing skills
• Demonstrate good phone and email etiquette skills with strong response times
• Demonstrate analytical and organizational, problem-solving, critical thinking, and conflict management / resolution skills
• Demonstrate attention to detail, accuracy and precision
• Ability to prioritize, plan, and organize projects and tasks
• Ability to multi-task and meet deadlines in a fast paced and stressful environment
• Ability to adhere to department policies and standards utilizing best practices
• Ability to maintain a professional demeanor and composure when challenged
• Ability to function autonomously and as a team member in a multidisciplinary team

VETERAN PREFERENCE

PLEASE READ

When applying for employment with the Cook County Health & Hospital System, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for not less than 6 months of continuous service

To Take advantage of the preference a Veteran must :

• Meet minimum qualifications for the position
• Identify self as a Veteran on the employment application by answering "Yes" to the question, "Are you a Military Veteran?"
• Attach a copy of their DD 214, DD 215, or NGB 22 (Notice of Separation) at time of application filing. Please note : If you have multiple DD 214's, DD 215's, or NGB 22's , please submit the one with the latest date.

Coast Guard must submit a certified copy of the military separation from either the Department or Transportation (Before 9 / 11) or the Department of Homeland Security (After 9 / 11).

Discharge papers must list an Honorable Discharge Status. Discharge papers not listing an Honorable Discharge Status are not acceptable

A copy of a valid State ID Card or Driver's License which identifies the holder of the ID as a Veteran, may also be attached to the application at time of filing.

If items are not attached, you will not be eligible for Veteran Preference

VETERANS MUST PROVIDE ORIGINAL APPLICABLE DISCHARGE PAPERS OR APPLICABLE STATE ID CARD OR DRIVER'S LICENSE AT TIME OF INTERVIEW