Administrative Assistant

General Summary of Position
Performs diversified administrative duties such as typing, dictation, filing, and interfacing with appropriate staff and the public. Provides assistance in the day-to-day administration of designated area.

Primary Duties and Responsibilities

• Provides assistance in the day-today administration of the department and coordinates special projects as assigned.
• Answers telephones, routes callers, takes messages, and provides routine information to callers. Responds to general inquiries concerning the activities and operation of the department. Communicates information to appropriate parties on a timely basis.
• Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards. Complies with governmental and accreditation regulations.
• Maintains accurate record keeping and filing systems to ensure timely retrieval of information. Develops effective systems for data collection, retrieval, reporting, and analysis.
• Opens and routes incoming mail; distributes correspondence and other material to department staff.
• Orders and maintains inventory of supplies and assists in the care and maintenance of equipment. Monitors purchasing requisitions. Acts as a liaison with vendors and negotiates and resolves problems and issues. Recommends equipment replacement as needed and researches replacement options.
• Participates in meetings and on committees and represents the department and hospital in community outreach efforts.
• Participates in multi-disciplinary quality and service improvement teams.
• Maintains personnel records, prepares, and submits personnel forms. Maintains accurate information on associate transaction forms. Monitors professional licenses if applicable. May be responsible for ensuring that appropriate orientation, instruction and training are available to staff through such continuing educational efforts as in-service education and external training. May assist in performance management process.
• Processes departmental payroll and associated recordkeeping.
• Provides data entry support as needed. Enters data into various software programs and department systems.
• Arranges meetings, conferences and seminars. Schedules interviews and appointments, completes travel arrangements, and maintains an administrative calendar. Prepares agenda, minutes, and memoranda materials for professional staff for business meetings. Coordinates and oversees arrangements related to division seminars and special meetings including refreshments, name tags. May oversee coordination of conference speakers, room reservations, and audiovisual materials for regular division conferences.
• Schedules supervisor's appointments; maintains and updates supervisor's daily calendar.
• Takes and transcribes dictation of a highly confidential nature. Composes letters and memoranda from dictation, verbal direction, or knowledge of hospital policy or procedures.
• Types memoranda, policies, committee minutes, manuals, letters, forms, procedures, and other documents as directed. Initiates other documents and correspondence as appropriate. Ensures that necessary background material is attached.
• Collects, analyzes, and reports on departmental statistics regarding efficiency and effectiveness of service delivery. Gathers data from departmental records. Researches topics as applicable. Prepares, completes, and processes reports, records bills, and related items. Assists in the preparation of administrative reports, statements, rosters, and related documents as needed.
• May verify expenses, prepare voucher checks for reimbursement, and submit financial reports. May reconcile bills and process check requests for payment for services rendered, and investigate and oversee billing practices to ensure accuracy of payments. May assist with budget preparation and variance monitoring.

Minimum Qualifications
Education

• High School Diploma or GED or equivalent. Knowledge of medical terminology required and
• business courses or administrative/secretarial training preferred

Experience

• 1-2 years 2 years clerical/office experience required
• Medical office, hospital or ambulatory care setting preferred
• One year of relevant professional-level work experience may be substituted for one year of required education.

Licenses and Certifications

• No special certification, registration or license required.

Knowledge, Skills, and Abilities

• Transcription skills.
• Working knowledge of word processing, spreadsheet, and presentation software applications in a Windows environment.
• Verbal and written communication skills.

This position has a hiring range of $20.17 - $35.04