Administrative Assistant- Community Engagement

South Country Health Alliance

South Country Health Alliance is seeking a Administrative Assistant to join our team! In this role, you will support the work of the department staff by performing a range of administrative and office and duties including but not limited to: program-specific data entry and verification; creating spreadsheets from collected data; mailing and typing documents such as memos, letters, reports, correspondence, and administrative forms; participating in the development of program newsletters or other submittals; and organizing all logistics for meetings including meeting minutes. The position is also responsible for providing back up coverage for the company’s receptionist, as needed.

What You’ll Bring:

• A High school diploma or equivalent with a minimum of three years progressively more responsible administrative support experience.
• Proficiency in Microsoft Office, Adobe Acrobat, internet use and access, and operation of office equipment.
• A business administration or office management training in a business or vocational school is preferred.
• Health care experinece in a related area such as clinic or other health professional office setting is preferred.

Why South Country?

South Country Health Alliance is more than a health plan—we’re a mission-driven organization dedicated to improving health and well-being in rural Minnesota communities. Our work is guided by values of communication, collaboration, stewardship, and excellence, ensuring that every employee contributes to making a real difference in people’s lives. [mnscha.org]

We invest in our team with:

• Comprehensive benefits: Medical, dental, vision, life insurance, short- and long-term disability, pension (PERA), and more.
• Work-life flexibility: This position has on-site expectations.
• Predictable pay growth: Structured step-based salary system for transparency and stability. The pay for this position ranges from $22.07 to $30.77 per hour. This pay range represents the hourly rate for all positions in the job grade. The actual salary offer will depend on a variety of factors including experience, education, and other relevant factors.
• Join us and be part of an organization that values community impact, employee well-being, and innovation.

Must be legally authorized to work in the U.S. (No sponsorship available)

Administrative Assistant

Department: Community Engagement

Reports To: Director of Community Engagement

Pay Grade: 4

JOB SUMMARY:

This position supports the work of the department staff by performing a range of administrative and office and duties including but not limited to: program-specific data entry and verification; creating spreadsheets from collected data; mailing and typing documents such as memos, letters, reports, correspondence, and administrative forms; participating in the development of program newsletters or other submittals; and organizing all logistics for meetings including meeting minutes. The position is also responsible for providing back up coverage for the company’s receptionist, as needed.

QUALIFICATIONS:

Required: High school diploma or equivalent with a minimum of three years progressively more responsible administrative support experience.

Preferred: Business administration or office management training in a business or vocational school; Previous health care experience in related area, such as a clinic or other health professional office setting, county social services or public health, or health plan/HMO.

Skill Sets: Proficient in Microsoft Office Suite, Adobe Acrobat, internet use and access, and the operation of office equipment; self-directed, highly organized and very detail
oriented in completing assigned tasks; able to adapt to changing work efforts and
exercise judgment to shift priorities and organize multiple tasks simultaneously;
excellent communication skills - written, verbal and phone; maintain confidential
information.

ESSENTIAL DUTIES and RESPONSIBILITIES:

The duties and responsibilities listed below reflect the general details necessary to describe the essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

% of Total Time

1. Compile, organize, analyze moderately complex information for inclusion in reports, budgets and presentations; prepare charts, graphs, or other presentations of varying complexity. Proficient with Excel functions such as v-look up, mail merge, pivot tables and filtering/sorting. 15%
2. Maintain data integrity with important member information and meet requirements of compliance standards. 10%
3. Create, organize, and maintain files and records; maintain data and related information on web-based data systems. 10%
4. Manage incoming department correspondence, ensuring all forms of information and documents are distributed timely and accurately. 5%
5. Proofread, revise and edit materials and be able to discern when to ask questions for clarification. 10%
6. Coordinate conference and travel arrangements; schedule appointments and perform other duties related to maintaining one or more individual schedules.10%
7. Coordinate the overall logistics for various committee meetings and ad hoc meetings, including compiling agendas, taking minutes, making photocopies, collating and mailing packets, scheduling a location, etc. Attend department, project and team meetings and prepare and distribute meeting minutes as needed. 15%
8. Accept, screen and route telephone calls; greet and direct visitors, as appropriate, concerning activities and operations of the department/South Country; provide backup coverage for the company’s receptionist, as needed.15%
9. Resolve routine problems, answer general questions, and know when to escalate more complex issues. 5%
10. Other duties as assigned. 5%

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

QUALIFICATION REQUIREMENT

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This position is on site at our offices in Medford, MN.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

LANGUAGE SKILLS

Must be able to read and write in English.

MATHMATICAL SKILLS

Must have sufficient mathematical skills to perform basic numeric functions.

ACCURACY

Most of the work is checked or verified, and errors would cause delays, some waste of materials or time, or it may adversely affect enrollee’s ability to access services.

REASONING ABILITY

Requires use of some judgment to comply with or carry out instructions, minor decision making, routine problem solving.

PHYSICAL DEMANDS

The physical demands 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.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit for extended periods of time. The employee is occasionally required to stand; walk; use hands to navigate office equipment, (i.e. computer, telephone, etc.), office supplies and reach with hands and arms.

The employee may occasionally lift and/or move up to 5 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

The duties of this job require the employee to be seated at a computer approximately 70% of the time. Communication by telephone is an integral part of this position.

CONTACTS/RELATIONSHIPS

This position has direct contact with co-workers, SCHA Committees, and member counties; regular electronic contact with external agencies such as counties, state regulatory agencies, provider organizations, and third-party administrators (TPAs) for an exchange of information.

FINANCIAL IMPACT

Errors in data calculation, auditing, etc., may have a limited financial impact on SCHA, but errors are likely to be detected and corrected before permanent harm is done.