Paulette Ching
Hilo,HI
Summary
Organized and dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision.
Overview
32
32
years of professional experience
Work History
Administrative Assistant
Ohana Health Plan Hilo
02.2009 - 05.2023
- Provide administrative support statewide for up to 10 Health Coordination managers including processing of 75 to 100 new member assignments daily in electronic medical records; assigning these members daily to health coordinators for managers
- Process and mail over 50 member denial letters daily
- Create correspondence as needed
- Executed record filing system to improve document organization and management
- Prepare reports and documents
- Manage calendars to schedule appointments
- Manage all office maintenance for neighbor island offices
- Managed time efficiently in order to complete all tasks within deadlines
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
- Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient
- Demonstrated respect, friendliness and willingness to help wherever needed
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy
Executive Secretary
Hui Mālama Ola Nā `Oiwi
Hilo, HI
09.2005 - 06.2008
- Provide secretarial support to the CEO and 10 members of the Board of Directors including stenography at monthly Board meetings; stenography at monthly staff meetings; schedule appointments and maintain calendars; responded to emails and other correspondence to facilitate communication and enhance business processes; organized and updated schedules for executives; answer telephones and greet visitors; schedule and coordinate staff and other meetings; prepare communications such as memos, emails, invoices, reports; create and maintain filing systems; organize and set up refreshments at all meetings, etc.
Medical Receptionist
The Institute for Family Enrichment
Hilo, HI
03.2005 - 08.2005
- Responsible for day-to-day operational support of psychiatric and psychological services provided to children, adolescents, and their families
- Responsible for office reception, clerical support, equipment maintenance; maintain orderly, clean and adequately supplied office; coordinate scheduling of clinical services; obtain service authorizations for new and existing cases; register clients and ensure completeness of all required forms and documentation; enter client data; type reports as required; process medical forms; maintain patient files; answer telephones, etc.
Clerk
Ortho Care
Hilo, HI
10.2004 - 11.2004
- Provide clerical support for Urgent Care and Island Rehab, which is part of Ortho Care
- Duties in Urgent Care include verifying insurances, check-in appointments, process and prepare patient charts, process payments, answer telephones
- Duties in Island Rehab include verifying insurances; schedule patient appointments; process continued request forms for physical therapists; update weekly physical therapy reports for doctors; process all incoming requests from physicians, etc.
Library Assistant IV/Secretary I, II, III, IV
University of Hawai
Hilo Hilo, HI
07.1991 - 08.2004
- Served in various positions at UH Hilo providing secretarial and administrative support in various departments
- As Library Assistant IV, served as evening circulation supervisor responsible for maintaining circulation desk hours to include public service, operation of equipment, specialized programs, and overseeing student assistants
- Served as Secretary I in the Athletic Department providing secretarial services to Athletic Director, coaches and support staff
- Duties include stenography at weekly staff and monthly coaches meetings, and at annual specialized tournament meetings; type correspondence, forms and contracts; telephone and walk-in receptionist; plan and process all travel arrangements for entire Athletic department and teams; sort and distribute mail; process and hire all student assistants; supervise and assign work to assistants; maintain all files.
- As Secretary II, III, and IV, provided secretarial services as primary work assignment, including minor administrative, stenographic and clerical related services to the Deans of the College of Arts and Sciences, CAS General Advising Coordinator, and various Vice Chancellors of Administrative Affairs, Academic Affairs, and Student Affairs from 1996 – 2004.
- Duties included stenography at monthly meetings; maintain and prepare monthly budget reports; maintain and schedule meetings and calendars; process action memos to the system office; process all personnel forms for continued and new hires; compose correspondence as needed; maintain all files, order supplies, answer telephones, etc.
Education
Bachelor of Arts - Music
University of Hawai`i
Hilo05.1986
Associate of Science - Secretarial Science
Hawai`i Community College
Hilo12.1982
HS Diploma -
Waimea High School
Waimea, HI06.1980
Skills
- Meeting minutes
- Office administration
- Supervising staff
- Documentation and reporting
- Time management
- Business correspondence
- Office management
Timeline
Administrative Assistant
Ohana Health Plan Hilo
02.2009 - 05.2023
Executive Secretary
Hui Mālama Ola Nā `Oiwi
09.2005 - 06.2008
Medical Receptionist
The Institute for Family Enrichment
03.2005 - 08.2005
Clerk
Ortho Care
10.2004 - 11.2004
Library Assistant IV/Secretary I, II, III, IV
University of Hawai
07.1991 - 08.2004
Bachelor of Arts - Music
University of Hawai`i
Associate of Science - Secretarial Science
Hawai`i Community College
HS Diploma -
Waimea High School
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