Description

JOB SUMMARY:

The Administrative Assistant is responsible for all administrative paperwork, telephone reception, scheduling, ordering supplies, data entry and low level report preparation.

ESSENTIAL JOB FUNCTIONS:

• Answer telephones and transfer to appropriate staff member.

• Meet and greet new clients and visitors.

• Create and modify documents or enter data using Microsoft Office and other company software.

• Perform general clerical duties including but not limited to: photocopying, faxing, mailing, and filing.

• Maintain hard copy and electronic filing systems.

• Sign for and distribute UPS/Fed Ex/DHL packages.

• Research, price, and recommend purchase of office furniture and supplies.

• Coordinate and maintain records for staff office space, phones, parking, and facility keys.

• Setup and coordinate meetings and conferences.

• Collect and maintain PC inventory.

• Support staff in assigned project-based work.

• Provide office orientation for new employees.

• Setup accommodations and food arrangements for facility visitors when assigned.

• Comply with attendance and timekeeping rules and report reliably and regularly to work on an on-going basis.

• Attend regularly scheduled staff meetings and supervision as well as in-service training and development activities.

• Complies and promotes compliance with all applicable laws, regulations and agency policies helping to strengthenand maintain an ethical organizational culture.

• Provide support to the health care team with wellness event planning and execution.

• Provide support to the Program Director and SVP pertaining administrative aspects as requested.

• Other assigned duties.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITLES:

• Basic knowledge of office processes

• Basic knowledge of using office equipment (e.g. photocopy machine, personal computer, fax machine, typewriter)

• Effective problem-solving skills

• Effective interpersonal skills

• Ability to work with diverse individuals

• Ability to effectively and efficiently respond to questions from persons served

• Ability to present information to persons served and other employees ·

• Ability to serve as a role model to clients including modeling appropriate interpersonal interactions, appearance, demeanor Ability to effectively use computer software, especially Microsoft Office.

• Willingness to continually learn and apply knowledge and willingness to participate in in-service training and development activities.

• Ability to function as an effective team member, including performing share of work, cooperating with coworkers, and securing cooperation, and maintaining professional relationships and boundaries with co-workers, supervisors and residents

• Ability to use sound judgment in identifying and solving problems, and knowing when to seek assistance.

• Ability to learn, understand and comply with all regulations, policies and procedures.

• Ability to organize time effectively to accomplish all tasks in a timely way and meet deadlines without prompting.

• Ability to work independently, and to conform to all applicable safety and accountability measures.

QUALIFICATIONS AND EXPERIENCE:

High school diploma and two years’ experience, preferably in a medical office or health care environment. Experience with health care and wellness activities/services.