Administrative Assistant (Pace Clinic-Scheduler)

Posted Date

8/30/2023

Department(s): Program of All-Inclusive Care for the Elderly (PACE) Clinic

Reports to: Supervisor Customer Service

FLSA status: Non-Exempt

Salary Grade: D - $44,000 - $67,628

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Wednesday, September 13, 2023 at 11:59 PM. Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date.

About CalOptima Health

CalOptima Health is the single largest health plan in Orange County, serving 880,000 members, or one in four residents. Our motto — "Better. Together.” — is at the heart of our mission to serve members with excellence, dignity and respect. We are a public agency made up of compassionate leaders and professionals working together to strengthen our community’s health. If you’re looking for an opportunity to work for an organization dedicated to improving local health care and serving the needs of the most vulnerable, we encourage you to join CalOptima Health.

About The Position

The Administrative Assistant (PACE Clinic-Scheduler) will assist PACE operations by providing key clerical and administrative support. The incumbent will be assigned to projects that involve some specialized background or knowledge relevant to the assignment. The incumbent will often communicate with participants, family, caregivers, other departments and external stakeholders.

Duties & Responsibilities

• Maintains confidential and sensitive information and files regarding participants, policy and personnel with appropriate follow-up.
• Provides reception relief according to business needs.
• Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.
• Reports any pertinent information to the clinical team and Interdisciplinary Team (IDT) to facilitate completion of specialty appointments.
• Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
• Schedules specialty appointments with providers on behalf of participants.
• Maintains communication with participants and/or families regarding specialty services.
• Maintains and supports current Quality Initiatives related to specialty care services.
• Coordinates work with other administrative staff within the PACE center.
• Documents interactions into medical records as per current workflows.
• Arranges transportation services with participants, family, caregivers and contracted transportation vendors.
• Completes other projects and duties as assigned.
• Coordinates specialty appointments and services in collaboration with the clinical team.

Experience & Education

• 1 year of experience working in a clinical setting.
• CPR and First-Aid Certification required or must be obtained within six (6) months of date of hire.
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above is also qualifying.
• High School diploma or equivalent required.

Preferred Qualifications

• Associate’s degree.
• 1 year of health care experience.
• Bilingual in one of the CalOptima Health’s threshold languages (Spanish, Vietnamese, Arabic, Farsi, Korean, Chinese).

Physical Demands And Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing duties of the job, employee may be required to move about the organization. Employee must be able to sit for extended periods of time, as well as work at the computer for long periods. Employee is required to use hands and fingers, especially for typing on the computer and using the mouse. Employee must be able to communicate, particularly for regular phone use and face-to-face interaction. Employee may on occasion, need to lift and transport office items up to 35 pounds.

Physical Demand

Infrequent 0-9%

Occasional 10-33%

Frequent 34-65%

Continuous 66% + of day

Description Of Physical Demand

Move/Transport/ Position

X

Moves supply boxes up to 35 pounds.

Position/Install/ Remove

X

Sets up audio visual equipment & reaches for items on shelves. Moves & picks up items.

Moves/Traverses

X

Moves throughout the PACE Clinic & Center to visit with participants & staff.

Positions Self

X

Works at computer for extended periods of time.

Operates/Uses/ Prepares/ Inspects

X

Operates computer & other office equipment for administrative purposes.

Detects/Determines/ Identifies/Recognizes/ Observes/Inspects/ Assesses

X

N/A

Communication

X

Communicates with participants, families & staff about participant's needs. Must be able to exchange accurate information regarding the participant.

• Work Environment: The work setting is in an adult day health center and primary care clinic environment with minimal to moderate noise levels and controlled office temperatures.

About Our Benefits & Wellness Options

At CalOptima Health, we know that a healthy and happy workforce is a thriving workforce, which is why we offer a comprehensive benefits package, including participation in the California Public Employees Retirement System (CalPERS), low-cost medical/vision/dental insurance options, and paid time off. To support quality work-life balance, we allow flexible scheduling during core business hours, telework options for some positions, work schedules that allow every other Friday off (9/80 schedule), and a wellness program featuring diverse activities. Additionally, CalOptima Health contributes 4% of pensionable earnings to a 401(a) retirement program with no required employee contribution. Employees also have access to 457(b) retirement plans with pre/post-tax contribution options.

CalOptima Health is committed to attracting, hiring, and retaining a diverse staff, where we will honor your unique experiences, identity, and perspectives. Our organization strives to create and maintain a workplace environment that is inclusive, equitable and welcoming so we can truly be Better Together.

CalOptima Health is an equal employment opportunity employer and makes all employment decisions on the basis of merit. CalOptima Health wants to have qualified employees in every job position. CalOptima Health prohibits unlawful discrimination against any employee, or applicant for employment, based on race, religion/religious creed, color, national origin, ancestry, mental or physical disability, medical condition, genetic information, marital status, sex, sex stereotype, gender, gender identity, gender expression, transitioning status, age, sexual orientation, immigration status, military status as a disabled veteran, or veteran of the Vietnam era, or any other consideration made unlawful by federal, state, or local laws. CalOptima Health also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has, or is perceived as having, any of those characteristics.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability.

Tracking Code

4370-117