Senior Administrative Assistant

Location: Monterey, CA

Summary:

The Senior Administrative Assistant reports to the Assistant Director. They assist in the coordination and support of daily department operations.

  • Maintains the outside pager program; reviews time-sheets and edits as appropriate.
  • Handles invoice coding for various vendor invoices and prepares for director approval.
  • Assists the buyers, performing updates on department templates and contract pricing.
  • Performs weekly system cleanup of unreleased requisitions and vendor agreements and other items as directed.
  • Places credit card orders and codes the monthly statement prior to forwarding it to accounts payable.
  • Performs training for new users with regard to requisitions of supplies and forms via on-line systems.
  • Maintains/updates the designated signature authority worksheet monthly.
  • Prepares agendas and takes minutes at Forms Committee meetings and assists form’s vendor in the design and implementation of new and revised forms.
  • Takes minutes at department staff meetings.
  • Sorts interoffice and USPS mail.
  • Orders forms from physician’s offices and keeps Forms Requested List updated Dreamweaver Software.

Requirements:

  • High school diploma or equivalent
  • Computer application skills with Microsoft Office Suite
  • Secretarial experience and proficiency in using email, word processing and spreadsheets.
  • Two years’ experience in office administration with emphasis on receiving and distribution of supplies; experience with Supply Chain systems is a plus.
  • Working knowledge of office equipment; good communication, organization and writing skills.
  • Maintains a high level of professionalism, safeguards and preserves confidential department information.
  • Knowledge of medical terminology

Preferred Qualifications:

  • Some college or business courses
  • Experience with Lawson MMIS
  • Lean Six Sigma and 6S Standards Training and Certifications