Administrative Office Assistant

Description

The following statements are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all duties and responsibilities required of personnel so classified.

Position Summary:

The Administrative Assistant is assigned to perform secretarial support for the Management staff on a priority, time-permitting basis. The Administrative Assistant will assist with clerical, administrative duties and other essential clinic functions to support the needs of the Administrative Services Department, the clinic, its clients and the management team.


Core Duties And Responsibilities:

• Maintain confidentiality of all matters.
• Perform a variety of complex oral and written assignments and administrative/secretarial duties relative to daily tasks assigned.
• Prepare documents assigned, i.e., letters, in-house correspondence, reports, and proposals as requested. This could include correspondence of confidential nature, i.e., Tarasoff, Department of Justice, personnel, etc. Prepare Clinic information, flyers, brochures, posters, signs, etc. as assigned.
• Provide assistance and maintain a filing system(s) for management staff as directed.
• Keep track of schedule and make appointments, conferences or meetings for assigned management staff. Prepare documents/projects as required for attendance.
• Assist direct supervisor with special projects as directed.
• Answer executive telephone calls and take messages as required for assigned management staff. Refer phone call to other staff members who may better serve the caller's needs if applicable.
• Meet and greet visitors to the management office.
• Generate, transcribe and type minutes from assigned meetings and distribute as appropriate within 48 hours.
• Open and distribute mail as needed.
• Maintain incoming and outgoing FAX logs and keep on file as directed. Distribute incoming Faxes to personnel.
• Other duties as assigned.
• Comply with all Company policies and procedures as applicable.

Requirements

Minimum Education And Experience Preferred:

• High School Diploma or equivalent.
• Three years clerical experience, one of which must be administrative in nature.
• Experience working in mental health setting preferred.

Licenses/Certifications:

• Valid California driver's license, current automobile insurance, and eligibility to drive for the Company preferred.

Knowledge, Skills And Abilities:

• Ability to perform in a positive, courteous, flexible and adaptive manner.
• Ability to type a minimum of 50 wpm is preferred.
• Computer literate and experienced with computer programs such as Microsoft Office Word, Outlook, Power Point and Excel.
• Knowledge of various office equipment, including copy machines, fax machines, and scanners.
• Possess excellent organizational and communication skills. Must be able to prioritize and complete multiple tasks.
• Must be able to communicate clearly, both orally and written.

Physical Requirements:

• See well enough (with or without corrected vision) to read fine print, hand-written materials, and a computer screen.
• Speak and hear well enough (with or without assistive device) to converse in person and by telephone.
• Finger, handle, feel, and reach with hands and arms, including ability to use a computer keyboard.
• Have the mobility (with or without assistive device) to stand, sit, crouch, and move from one work area to another.
• Have the strength to lift, carry or push office equipment and supplies used in normal job functions up to 20 lbs.
• Stamina to effectively perform work activities.