Administrative Assistant

Duties: Job Summary 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.
• May prepare 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, Applies Learning, Builds Customer Loyalty, Builds Strategic Work Relationships, Communication, Contributes to Team Success, Decision Making, Initiates Action, Manages Work (includes Time Management), Quality Orientation.



Education: Associates Degree in Secretarial Science or related field, or HS/GED plus two years of related experience (Bachelor's Degree preferred).



Languages: English (Read, Write, Speak)


Required

• DATA ENTRY
• EMR