Administrative Assistant

Administrative Assistant

More of a Data Entry role.

Hours per Week: 40

Job Summary: Under the Direction of the Director/Manager, performs administrative, secretarial, and clerical functions for one of more managerial/Research staff. Must be able to meet deadlines, work on several projects at once, and understand all of the concepts involved in the work performed.

Essential Functions:

• Supports the operations of the Department and associated call center services.
• Provide excellent customer service to patients, families, providers and staff in the course of daily functions.
• Performs secretarial and clerical duties in support of Staff.
• Open and date stamp all mail daily.
• Route incoming mail within one hour after opening to appropriate staff member.
• Transcribes and types written and dictated reports and professional correspondence for and Administration as required with less than a 5% error 90% of the time.
• Develops written correspondence according to instructional guidelines or departmental and hospital polices within requested timeliness 90% of the time.
• Distributes written correspondence and other materials immediately upon completion to the appropriate staff.
• Maintains filing and retrieval systems for documents, resources and correspondence.
• Files all office correspondence and documents within 3 days 90% of the time.
• Screen inquiries about the department by phone, mail or in person; use judgment to respond to inquiries or to refer as appropriate.
• Record accurately all telephone messages, detailing the caller’s name, company, phone number, and reason for call.
• Place phone messages immediately in the appropriate designated phone slot or place message on the employee’s desk.
• Prioritizes tasks and initiates management with minimal supervision.
• Monitors inventory of office and other supplies and re-order when necessary.
• Assists in function of timekeeping and is responsible for distribution of paychecks.
• Prepares finance requests within 3 days 90% of the time and follow up as needed.
• Inputs and outputs information using the following software: Word, Excel, Access, IDX, Outlook, Lawson, Internet.
• Copies and collates documents as requested by staff or administrator staff.
• Performs back up of computer files on a regular basis to ensure integrity of records maintained.
• Performs other duties as assigned to promote overall effective coordination of Department.

Skills:

Required Skills & Experience:

• Ability to communicate and interact appropriately with patients, families, and staff with respect to age, disability, and cultural preferences.
• Able to accurately and efficiently express or exchange ideas/information by means of written and spoken word.
• Ability to provide excellent customer service to both external and internal customers, demonstrates a high degree of personal organization, meets applicable deadlines, and balances work across multiple work projects.
• Requires excellent interpersonal skills, the ability to operate efficiently in a high paced environment, the ability to support collaborative efforts, and the ability to quickly grasp and learn new concepts and procedures.
• Excellent computer skills including word processing (Microsoft Word), spreadsheet (Excel).
• Excellent organizational skills and the ability to meet deadlines; ability to prioritize tasks according to program needs.
• Experience working in customer service in a technical, hospital or other healthcare field.
• Previous computer experience and/or training.

Preferred Skills & Experience:

• PowerPoint and Access experience.

Required Education:

High school diploma or GED.