Administrative Assistant

Primary Responsibilities:                                                                             

• Greet and welcome each visitor in a friendly, warm and professional manner
• Answer each incoming call in a friendly, professional and knowledgeable manner and distribute incoming calls to the appropriate staff members
• Make inquiry follow up calls on prospective clients in a timely manner
• Enter and maintain accurate client  records in the operating system
• Maintain regular attendance at the office to execute job responsibilities
• Demonstrate open and effective communication with owner, colleagues and CAREGivers

 
Secondary Responsibilities: 

• Assist with billing processing, including client invoices and CAREGiver payroll
• Assist with stuffing and mailing client invoices and CAREGiver payroll
• Update weekly blog
• Create and distribute monthly newsletter
• Order and stock office supplies
• Maintain supplies for postage, fax, credit card and copy machine
• Perform any and all other functions deemed necessary

 
Critical Numbers:

• 100% of calls answered by 2nd ring
• 100% of calls on hold 30 seconds or less

 
Education/Experience Requirements:

• High school graduation or the equivalent
• One year of related business experience or an equivalent combination of education and work experience may be considered

Knowledge, Skills and Abilities:

• Must demonstrate excellent oral and written communication skills and the ability to listen effectively
• Must have the ability to work independently, maintain confidentiality of information and meet deadlines
• Must demonstrate effective interpersonal skills as well as sound judgment and good decision-making skills
• Must demonstrate discretion, integrity and fair-mindedness consistent with company standards, practices, policies and procedures
• Must be able to establish good working relationships with management, colleagues, franchise owners and their staff
• Must have the ability to sit at a desk and listen effectively for long periods of time on the telephone
• Must present a professional appearance and demeanor
• Must be able to operate office equipment 
• Must be patient and congenial on the telephone 
• Must have computer skills and be proficient in Word and Excel

Hours are: Monday - Friday 9AM - 1PM