Administrative Assistant

Overview

The Administrative Assistant is accountable for performing administrative tasks relative to the operation of the Hospital.

Special Instructions

Will Require Travel from the Kentucky River Location to the Big Sandy Location.

Responsibilities

Administrative Support

• Assists in the preparation for various meetings by gathering and assembling relative data.
• Responds to communications directed to the Administrator and other staff members as required.
• Provides administrative services to the Hospital including, but not limited to, transcription and distribution of minutes, scheduling of appointments as needed, and maintenance of records and files.

Correspondence & Document Preparation

• Prepares word processing documents, rough and final drafts of correspondence and reports, procedure manuals, and other various documents.
• Prepares Excel documents.
• Prepares PowerPoint documents.
• Verifies document format with requesting personnel.
• Proofreads materials for spelling, grammar, punctuation, and accuracy.
• Ensures documents are distributed in a timely manner.
• Prepares photocopies of materials as instructed.
• Enters statistics into existing spreadsheets for monthly reports.
• Prepares meeting minutes.
• Prepares reports in response to requests.
• Maintains confidential information.

Office Supply Management

• Maintains office supply inventory to ensure sufficient supplies are available.
• Prepares requisition forms for needed supplies.
• Ensures supplies are maintained in an orderly manner.

Communication

• Answers telephone calls in a timely manner (by the third ring).
• Takes complete and accurate messages as necessary.
• Transfers calls correctly while maintaining a customer-friendly approach.
• Acts as receptionist for the department, screening visitors and inquiries.
• Schedules appointments and maintains appointment records for department leadership.

Miscellaneous Duties

• May make travel reservations for the department.
• Responsible for distribution of mail.
• Prepares meeting arrangements, orders food service, schedules room preparation, and prepares packets and handouts as needed.
• Performs special projects including collecting, organizing, and reporting data utilizing Windows and Excel.
• Performs other duties as assigned.

Specific Accountabilities

• Accountable for assisting in the preparation and follow-up of various meetings.
• Accountable for gathering data and preparing reports, correspondence, and related documents.
• Accountable for providing administrative services for the department head and other staff members.
• Accountable for producing neat and accurate final copies of letters, minutes, reports, and other documents.
• Accountable for maintaining accurate and orderly records and files.
• Accountable for maintaining confidentiality of Hospital and personnel matters.
• Performs all duties as relevant and appropriate to the position.

Qualifications

Education

• Associate Degree in Secretarial Services preferred.
• High School graduate with commercial business courses.

Experience

• Minimum of five (5) years experience in a secretarial position.

Required Skills, Knowledge & Abilities

• Must be proficient in secretarial skills, Windows, Word, Excel, Access, PowerPoint, and other computer skills.
• Must have demonstrated ability to accurately type 70 WPM.