Administrative Assistant

Pay Rate: $18 per hour - $22 per hour
Shift Hours: 8am - 4pm M-F

Responsibilities:

• Provide administrative support services for one or more individuals, a department, or a division.
• Assist supervisor in routine personnel, budget, and other operational details.
• Serve as an intermediary between supervisor and other departmental staff by transmitting written and oral requests, messages, and instructions.
• Assist with budget preparation and monitor and maintain records of expenses for variance reporting.
• Assist in the planning and logistical coordination of meetings, office activities, forums, and conferences.
• Review and revise brochures, announcements, or other informational items regarding program and/or departmental operations.
• Draft, edit, and format materials such as flyers, leaflets, and letters.
• Prepare minutes of meetings, agendas, correspondence, statistical reports, tables, and other documents and transcribe dictation as needed.
• Prepare and follow up on purchase orders, change orders, check requests, and petty cash vouchers.
• Process and follow up on tuition and other forms of reimbursement for assigned staff.
• Make travel arrangements and accommodations, and prepare travel reimbursements and expense reports.
• Screen and prioritize all incoming mail for needed action and follow up. Respond to mail where appropriate or distribute mail requiring attention to appropriate individual(s).
• Screen telephone calls, answer routine inquiries, or refer caller to the appropriate individual for response.
• Screen and schedule patient appointments, schedule referrals for special testing or doctor's visits, and keep record of patient billing for submission.
• Maintain employee and/or patient files.
• Assist in processing payroll and/or maintaining the PTO system for the department.
• Track expiration dates of staff's professional licensure and notify staff of upcoming license expiration date to prevent suspension.
• Perform other related duties.

Requirements:

• Minimum 2 years of administrative or medical office experience required.
• Proficiency in MS Office Suite at an intermediate level.

Preferred Skills:

• Adaptability: Maintain effectiveness when experiencing major changes in work responsibilities or environment; adjust effectively to work within new work structures, processes, requirements, or cultures.
• Applies Learning: Assimilate and apply new job-related information in a timely manner.
• Builds Customer Loyalty: Effectively meet customer needs; build productive customer relationships; take responsibility for customer satisfaction and loyalty.
• Builds Strategic Work Relationships: Develop and use collaborative relationships to facilitate the accomplishment of work goals.
• Communication: Clearly convey information and ideas through a variety of media to individuals or groups in a manner that engages the audience