Administrative Assistant

Administrative Assistant

The Administrative Assistant is responsible for providing administrative support and ensuring efficient office/program operations.

Essential Functions:

• Creates and maintains spreadsheets and reports for tracking and reporting departmental information.
• Creates, maintains and closes individuals' files in electronic records management systems.
• Prepares, scans and files individuals' documents into electronic records management systems.
• Orders and maintains adequate inventory of supplies, including but not limited to, medical supplies, paper products, office supplies, etc.
• Provides professional communication for internal and external stakeholders and responds to inquiries in a timely manner. This may include written communications such as newsletters, program materials, correspondence, etc.
• Provides administrative support for department, including but not limited to, scheduling meetings/appointments, and providing logistical and team support. May also perform check requests, mailings, filing, and other support activities.
• Prepares and sends information for billing. This may include reviewing and verifying individuals' authorizations, monitoring/tracking services, and maintaining billing and attendance spreadsheets.
• Greets visitors to the office/building and answers incoming phone calls.
• Supports program quality, safety and compliance measures, performs general upkeep of office space, and may ensure building maintenance is performed as needed.

Position Competencies:

• Excellent interpersonal and communication skills to build relationships with a variety of stakeholders.
• Excellent attention to detail with high-level organizational and multi-tasking skills that reflect the ability to perform and prioritize multiple tasks seamlessly.
• Knowledge of office equipment, computer systems and intermediate-level knowledge of Microsoft Office suite.

Easterseals Midwest Core Competencies:

• Adaptability & Initiative: Adapts to changes in the work environment and prioritizes activities to manage work responsibilities.
• Communications: Communicates and exchanges accurate information through a variety of methods.
• Dependability: Executes job duties within specified timeframes in order to meet agency objectives.
• Job Knowledge & Quality: Maintains knowledge related to job responsibilities and ensures that output meets or exceeds established standards.
• Judgment & Problem Solving: Exhibits sound decision making skills and includes other staff in decision making when appropriate.
• Teamwork & Professionalism: Establishes and maintains effective relationships and works cooperatively in group situations.

Qualifications:

• Must have high school diploma or equivalent.
• One year program or administrative experience required.
• Must have knowledge of Microsoft Office suite including knowledge of Excel.

Additional Requirements:

• This position may travel locally as needed.
• Must have current driver's license and proof of insurance.
• Must complete and maintain all required trainings/certifications.
• Must maintain confidential information in accordance with HIPAA regulations.

Working Environment:

• Work is performed in an office environment.
• This job utilizes office equipment and computer/electronic devices.