Administrative Assistant I
Job Title: Administrative Assistant I
Reports To: Administrative Support Staff Supervisor
Job Summary: Provides clerical support for administrative office personnel and assists in implementing and developing training and other staff development programs.
Essential Job Duties and Responsibilities:
The job duties and responsibilities listed below are representative of the knowledge, skill, and/or ability required. Other duties that fall within the broad scope of this classification may be assigned.
- Greets all administrative office visitors and directs patients/visitors to appropriate staff for inquiries, account payments, and resolution of any other issues.
- Accepts applications for employment and provides requested information to applicants such as company policies, job duties and responsibilities, working conditions, hours of operation, etc. Assists with recruitment process.
- Answer’s phone calls, responds to caller questions and/or appropriately transfers/directs callers.
- Manages calendars for assigned staff. Assists with coordination, scheduling, and preparation for meetings both virtual and in person.
- Reviews and updates documents for proper compliance, signatures, formatting, grammar, and spelling.
- Distributes mail and faxes to appropriate office personnel.
- Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders and verifying receipt of supplies.
- Runs business-related errands.
- Assists administrative staff in identifying facility maintenance issues and sends tasks to ensure repairs and maintenance are completed.
- Serves as Board of Director Liaison and coordinates BOD Meeting, Orientation & Training Management.
- Serves as Policy & Procedure Liaison and reviews, organizes, and coordinates Policies and Procedures.
- Serves as CPR Liaison. Assists with Cardio-Pulmonary Resuscitation (CPR) training program and ensures all clinical staff are up to date on CPR training requirements.
- Serves as New Hire & Customer Service Liaison. Assists with scheduling new hire orientation and coordinates with instructors and presenters. Provides Customer Service and other assigned training during new hire orientation.
- Serves as Contract Liaison and organizes and coordinates contract review process.
Minimum Qualifications - Education, Experience, Certificates & Licenses:
- High School diploma or GED.
- At least six months of experience performing clerical duties and/or training administration.
- At least one year experience in Microsoft Office applications (Microsoft 365-Word, PowerPoint, Excel, Planner, OneDrive, Outlook).
- Must obtain AHA CPR Instructor certification within 6 months of hire.
- Any equivalent combination of education and/or relevant experience that provides the necessary skills may be considered.
- Driver's License and Proof of Insurance may be required if requesting mileage reimbursement.
- Valid Fingerprint Clearance Card.
- Experience in developing and providing training preferred.
Other Required Knowledge, Skills, and Abilities:
- Ability to communicate effectively both verbally and in writing.
- Ability to gather data in an organized manner from varied sources.
- Ability to perform a variety of assignments and make decisions requiring independent judgment.
- Ability to foresee and address challenges involving one or more variables in routine situations.
- Ability to function effectively in a fast-paced environment and provide excellent customer service via telephone, mail, and in-person.
- Ability to prioritize and plan work activities, use time efficiently, meet deadlines and work independently.
- Ability to compute rate, ratio, and percent and to draw and interpret graphs.
- Proficiency in utilizing presentation software and tools.
- Ability to employ motivational techniques to train and mentor staff.
Required Language Skills:
- Ability to comprehend and compose instructions, correspondence, and communications in English in both oral and written format.
- Bilingual in English and Spanish is preferred, but not required.
- Ability to effectively present information in one-on-one and small group situations to organization employees, providers and outside agency personnel working in cooperation with the organization.
- Ability to occasionally exert enough force to move objects weighing up to 10 pounds.
- Ability to continuously remain in a stationary position.
- Ability to occasionally move about inside the workplace to access files, office machinery, etc.
- Possesses hand-eye coordination and manual dexterity necessary to constantly operate computer, telephone, and other office machinery.
- Possesses close visual acuity necessary to accurately record and view information on a computer monitor, handwritten and typed documents.
- Ability to discern the nature of sounds at a normal spoken volume.
Work Environment & Conditions:
- Work environment is typical of an administrative office setting with no substantial exposure to adverse environmental conditions.
- Work requires reliable transportation as position requires occasional travel and extended hours to include early mornings, evenings, and weekends.
Job Status: Full Time