Admin/Clerical - Administrative Assistant

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: 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.