Job Details

Administrative Assistant

The Administrative Assistant is responsible for accurately performing a wide variety of administrative support duties for the department.

Essential Job Functions:

• Composes, prepares, maintains, and distributes word processing documents, spreadsheets, databases, graphs, presentations, reports, direct mail marketing pieces, promotional items, and other department documents emphasizing accuracy. This may involve gathering pertinent data from a wide variety of sources
• Performs various administrative functions including, but not limited to, answering and redirecting phone calls, typing, copying, filing, faxing, opening and sending mail, scanning documents, responding to emails and voicemails, making travel arrangements, preparing itineraries, placing outbound phone calls, and arranging conference calls.
• Creates and maintains department manuals, books, records, and electronic and hard copy files.
• Arrange and track the manager's schedule/agenda and notify the officer of upcoming appointments and meetings.
• Assists with preparing and scheduling conferences and other meetings and coordinates interviews. May work with outside vendors to prepare for meetings and events.
• Tracks and verifies pertinent invoices for budgetary purposes.
• Performs and assists with other duties as needed.

Knowledge, Skills and Abilities:

• Thorough knowledge of and skill in using a computer in a Windows environment, emphasizing word processing, spreadsheet, presentation, database applications, and Internet usage.
• Skill in operating various office equipment, including but not limited to facsimile, copier, adding machine, calculator, and document shredder and scanner.
• Attention to detail and ability to produce highly accurate work required.
• Ability to effectively work in a multi-task environment and to coordinate and prioritize various activities and duties simultaneously.
• Ability to effectively communicate orally and in writing with employees, physicians, management, and external business contacts and vendors courteously and professionally. Must know correct English and grammar usage.
• Ability to maintain confidentiality.
• Ability to work overtime and put forth extra effort when needed. The position requires flexibility, such as coming in early, staying late, or postponing lunch to accommodate department needs.
• Ability to process assigned duties in an efficient and organized manner.
• Ability to identify, research, and resolve problems and discrepancies.
• Ability to maintain patience and composure in difficult situations.
• Ability to identify emerging issues and to communicate them to management.
• Ability to perform basic mathematical calculations such as adding, subtracting, multiplying, and dividing.

Education and Experience:

• High school diploma or equivalent.
• A minimum of one year of secretarial or administrative assistant experience.
• Associate Degree in Administrative Assisting or Secretarial Science is helpful but not required.

Physical Demands:

• While performing the duties of this job, the employee is regularly required to sit for prolonged periods and occasionally walk, stand, bend, stoop, and lift to 15 pounds.
• Required to have close visual acuity to perform the job

Hourly Rate $14.53 - $26.88

Hourly rate may be determined on several factors including but not limited to knowledge, skills, experience, education, geographical location and requirements stated in job description.