SUMMARY: Under general supervision, to provide paraprofessional-level administrative, operational and procedural support to Alameda County Medical Center departments; to assist with the implementation of a variety of programs and projects; and to do related work as required.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

1. Reviews a variety of documents related to the operations of the unit for conformance to program regulations and procedures; researches and makes corrections as required; distributes documents internally or externally, meeting appropriate deadlines; prepares periodic and special reports regarding documents processed.

2. Acts as a liaison for the unit to which assigned with other ACMC departments, representatives of other organizations, program participants and the public; requests and provides information regarding program rules, regulations and activities.

3. Performs such special projects such as researching information, summarizing data, evaluating alternatives and preparing narrative or statistical reports.

4. Compiles figures for the preparation of the unit’s budget; makes standard projections for payroll and other costs; inputs data and produces draft and final budget documents; during the budget year, reviews expenditure reports and processes fund transfers as required.

5. Processes a variety of personnel forms including examination and certification requests and payroll documentation; reviews forms for completeness and conformance to rules and regulations; maintains confidential personnel and related records; answers employee questions regarding personnel procedures and conducts orientations for new employees.

6. Coordinates purchasing activities; reviews requisitions for completeness and accuracy; ensures appropriate coding and availability of funds; follows-up on requisitions with Purchasing; processes confirming requisitions and special orders.

7. Prepares contract documentation and processes requests for payment for professional service and related contracts; ensures that contract provisions are met and that appropriate approvals are received.

8. Reviews claims for payment for completeness, accuracy, and conformance to program requirements; submits such claims to various funding sources; monitors payment status, researches errors and makes required adjustments.

9. Performs such office administrative tasks as updating internal procedures, acting as the office automation administrator, maintaining an inventory of supplies and forms, providing for equipment maintenance, overseeing filing systems and updating internal procedures and forms; may plan, assign, direct and review the work of a small office support staff.

10. Serves as the unit’s representative on a variety of committees and task forces.

11. Prepares a variety of letters, memos, procedures and other written material; may enter information into and access multiple databases or use information form various sources to prepare such materials

12. Maintains accurate records and files related to work performed.

13. Operates a variety of standard office equipment including a word processor and/or computer.

QUALIFICATIONS:

Education: Equivalent to completion of two years of college (90 quarter units or 60 semester units) (Additional experience as outlined below may be substituted for the education on a year-for-year basis.)

Minimum Experience: Equivalent to three years of full-time secretarial or office administrative experience which has included some combination of document review and processing, administrative or financial record keeping and/or office management.