Administrative Assistant

Job Description

Administrative Assistant

JOB OVERVIEW:

At the highest level, all employees of Spectrum of Hope must be enthusiastic, entrepreneurial, and committed to performing their job in an ethical and proper manner. The Administrator Assistant is responsible for the day-to-day administrative management and overall organization of the clinic.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Develops, updates, and distributes daily/weekly schedule.
2. Check timecards daily for accuracy and update with appropriate times/pay codes.
3. Ensure clinical notes are completed daily for billing purposes.
4. Assist in new parent orientations at the discretion of the Clinical Director
5. Contact families/parents for any reason (late arrivals, illness, etc.).
6. Coordinate clinic events.
7. Verify IDs against clients authorized pick up for new people picking up.
8. Daily parent communication in the form of answering phone calls and providing information from clinical care staff to parents.
9. Update and maintain client demographic files and forms in EMR system.
10. Assist with discharge paperwork and obtaining necessary signatures.
11. Assist in staff and client daily health checks and store data in appropriate manner, when necessary.
12. Assist HR in obtaining and maintaining any necessary paperwork, as requested by HR, e.g. exit paperwork, injury reports, general communications, etc.
13. Assist with minor HR issues with staff (call ins, tardiness, etc.)
14. Monitor and maintain client medication cabinet.
15. Assist clinical staff with client arrival and departure routines pursuant to clinic's needs.
16. Create and facilitate IT helpdesk tickets for the clinic.
17. Handle small facility/building maintenance issues and keep list of ongoing repairs needed and contact maintenance company to schedule.
18. Perform other tasks as assigned.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

LANGUAGE SKILLS:

Ability to read and interpret complex business and/or technical documents. Ability to write comprehensive reports and detailed business correspondence. Ability to work with groups of people such as other departments and communicate known concepts. Ability to present to a group of departments.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Additionally, the employee must be able to lift about 20 pounds.

WORK ENVIRONMENT:

While performing the responsibilities of the job, these work environment characteristics are representative of the environment the job holder will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.

This job operates primarily in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines .

ESSENTIAL COMPETENCIES:

Must have intermediate working knowledge of the full Microsoft Office Suite.

Demonstrated time management abilities.

Must take initiative to make improvements where needed and provide feedback to leadership regarding the clinic operations.

Must have impeccable communication skills and be able to communicate efficiently with employees at all levels of the organization as well as parents and clients.

MINIMUM QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Minimum of a high school diploma (or equivalent) and 1 years of administrative experience required. However, a combination of experience and/or education will be taken into consideration.

Bachelors degree in business or related field preferred.