Administrative Assistant

Administrative Assistant I

The Administrative Assistant I provides administrative support services for one or more individuals, a department or a division. Assists supervisor in routine personnel, budget and other operational details. This individual typically reports to a manager, director or division head.

Duties and Responsibilities

• Serves as an intermediary between supervisor and other departmental staff by transmitting written and oral requests, messages and instructions.
• Assists with budget preparation and is responsible for monitoring and maintaining records of expenses for variance reporting.
• Assists in the planning and logistical coordination of meetings and office activities, forums and conferences.
• May review and revise brochures, announcements or other informational items regarding program and/or departmental operations. Drafts, edits and formats materials such as flyers, leaflets and letters.
• Prepares minutes of meetings, agendas, correspondence, statistical reports, tables and other documents and transcribes dictation as needed.
• Prepares and follows up on purchase orders, change orders, check requests and petty cash vouchers. Processes and follows up on tuition and other forms of reimbursement for assigned staff.
• Makes travel arrangements and accommodations. Prepares travel reimbursements and expense reports.
• Screens and prioritizes all incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s).
• Screens telephone calls, answers routine inquiries or refers caller to the appropriate individual for response.
• May screen and schedule patient appointments, schedule referrals of special testing or doctor's visits, and keep record of patient billing for submission.
• May maintain employee and/or patient files.
• May assist in processing payroll and/or maintaining the PTO system for the department.
• May track expiration dates of staff's professional licensure, and notify staff of upcoming license expiration date to prevent suspension.
• Performs other related duties

Skills

• 2-3 years administrative or medical office experience required
• MS Office Suite - Intermediate
• Adaptability: Maintains effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements, or cultures.
• Applies Learning: Assimilates and applies new job-related information in a timely manner.
• Builds Customer Loyalty: Effectively meets customer needs; builds productive customer relationships; takes responsibility for customer satisfaction and loyalty.
• Builds Strategic Work Relationships: Develops and uses collaborative relationships to facilitate the accomplishment of work goals.
• Communication: Clearly conveys information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
• Contributes to Team Success: Actively participates as a member of a team to move the team toward the completion of goals.
• Decision Making: Identifies and understands issues, problems, and opportunities; compares data from different sources to draw conclusions; uses effective approaches for choosing a course of action or developing appropriate solutions; takes action that is consistent with available facts, constraints, and probable consequences.
• Initiates Action: Takes prompt action to accomplish objectives; takes action to achieve goals beyond what is required; is proactive.
• Manages Work (includes Time Management: Effectively manages one's time and resources to ensure that work is completed efficiently.
• Quality Orientation: Accomplishes tasks by considering all areas involved, no matter how small; shows concern for all aspects of the job; accurately checks processes and tasks; is watchful over a period of time.