Administrative Assistant

Position Title:

Administrative Assistant

Exemption Status:

Non-Exempt

Job Classification:

Support Staff

Job Code:

Department:

Home Health-In-Home-Lifeline

Reports to:

Chief Executive Officer

Job Summary:

The Administrative Assistant will provide administrative support to ensure efficient operation of the office. This position will support managers and employees through a variety of tasks related to organization and communication. There will be confidential and time sensitive materials at times. The Administrative Assistant will be familiar with a variety of the practices and procedures across the different service lines.

Essential Functions:

• Answer and transfers phone calls, screening when necessary.
• Welcomes and directs visitors, clients, and patients.
• Maintains filing systems as required.
• Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Organize and schedule appointments, meetings and travel for managers or supervisors.
• Records and distributes minutes or other records for meetings.
• Maintains office supplies and coordinates maintenance of office equipment.
• Maintain contacts lists.
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled meetings.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Handle sensitive information in a confidential manner
• Develop and update administrative systems to make them more efficient.
• Receive, sort and distribute the mail
• Conduct data entry
• Perform all other functions and responsibilities, as deemed necessary, and as assigned.

Additional Responsibilities:

Knowledge / Skills / Abilities:

Language Skills:

• Ability to read and interpret documents; such as safety rules, operating and maintenance instructions, and procedure manuals
• Ability to write routine reports and correspondence
• Ability to speak effectively before groups of customers or employees of organization

Mathematical Skills:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent; and to draw and interpret bar graphs.

Reasoning Ability:

• Ability to apply common sense. Understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Age-Related Competencies:

Demonstrates the basic knowledge and skills necessary to identify age specific patient needs appropriate for this position.

Information Management:

Treats all information and data within the scope of the position with appropriate confidentiality and security.

Additional Requirements:

Proficient in Microsoft Office Suite or related Software.

Excellent organizational skills and attention to detail.

Basic understanding of clerical procedures and systems such as recordkeeping and filing.

Ability to work independently.

Excellent verbal and written communication skills.

Excellent interpersonal and customer service skills.

Ability to Multitask and work on multiple projects.

Minimum Position Qualifications:

• Education: one-year related experience and/or training; or equivalent combination of education and experience. Associate’s degree preferred.
• Experience: 1-3 years preferred

Preferred Position Qualifications:

Environmental Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

Physical Requirements:

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 duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities.