FLSA Status:

Non-Exempt

Schedule:

Mon – Fri 8:00 AM – 4:30 PM

Position Overview

Performs Administrative duties assigned under the direction of the Chief Solutions Officer. Assists in the coordination of standardized workflow for operations of POLM headquarters.

Essential Functions

Front Office

• Greet and welcome clients, guests, and visitors arriving at headquarters.

• Direct incoming phone calls, emails, and general communications to the appropriate departments.

• Provide basic and accurate information in-person and via phone/email about the organization.

• Receive, sort, and distribute daily general office communications.

• Other duties as assigned.

General Administrative Functions

• Provide essential clerical and administrative support.

• Process, sort, and distribute all incoming and outgoing mail.

• Manage supplies for headquarters.

• Assists with special projects assigned, including seasonal tasks such as audits, holiday campaigns and company-wide events.

• Researches products, pricing and protocols as requested.

• Other duties as assigned.

IT & Technical Support

• Assist as an onsite contact for basic IT inquiries and troubleshooting.

• Serve as the contact to place vendor service calls or supply orders for printers, copiers, and scanners across all departments.

• Assist with assigning and distributing equipment to employees.

• Maintain an accurate equipment and technology inventory log.

• Assist with equipment purchase and software research as requested.

Enhanced Care Management (ECM) Billing

Approximately 15 hours per month is devoted to a specialized billing task. Under the supervision of the ECM Program Supervisor, RN, the employee will undertake the following tasks:

• Carry out monthly billing for our Enhanced Care Management program, limited to one contract with IEHP.

• Preparing monthly billing.

• Tracking and managing billing data files.

• Assisting with billing reports as requested.

Education and Qualifications

• High School Diploma or equivalent required. College degree preferred.

• Technical Skills: Proficient in Word, Excel, Adobe Acrobat, and general technical troubleshooting.

• Ability to research and resolve routine IT issues independently while managing the ticketing queue.

• Ability to explain technical concepts in plain, clear language to non-technical staff.

• One year of experience handling medical data entry, health billing, or administrative tracking within a community-based or healthcare organization.

• Strong attention to detail, precision in repetitive data entry, and clear communication skills to resolve data discrepancies with program staff.

• Ability to maintain strict confidentiality.

Requirements Include

• Ability to reliably travel to off-site locations for occasional errands. Mileage will be reimbursed at the standard federal IRS rate.

• Employees operating a personal vehicle for company business must maintain a valid California Driver’s License and provide proof of automobile insurance.

• Employment eligibility verification.

• Successful completion of background screening.

Work Schedule Requirements

• Work schedules are subject to change, or start and end times may vary based on business needs and operational requirements.

• Flexibility and adaptability are essential to meet the demands of the role and the organization.

Physical Requirements

• Administrative staff is often required to assist with office cleaning and arrangements.

• Assisting with occasional office furniture moving.

• Office housekeeping and restocking of office and facility supplies.

• Carrying up to 25 lbs. for short distances.

• Bending down and lifting is occasionally required.

Benefits

• 401(k)/Retirement plan

• Dental insurance

• Vision insurance

• Health insurance

• Life insurance

• Paid time off