Administrative Assistant

Job Summary:

The Administrative Assistant is a key member of our organization, responsible for providing essential support to the Executive Team and other Department Managers. This role entails maintaining a high level of professionalism, efficiency, and confidentiality while handling a range of administrative tasks. The Administrative Assistant will play a vital role in ensuring smooth operations within the Agency, upholding excellent communication standards, and contributing to continuous quality improvement initiatives.

Essential Qualifications: High school diploma or equivalent; additional qualifications are a plus.  Minimum two years clerical or administrative experience, management experience preferred.  Strong written and verbal communication skills.  Excellent organizational and time-management abilities.  Demonstrated ability to maintain confidentiality.  Proven track record of working well in a team environment.  Professionalism, poise, and a positive attitude.  Willingness to participate in ongoing professional development.  Proficiency with Microsoft Office Software.  Knowledge of general office machines and multi-line telephone system.  Demonstrated written and oral communication skills.  Demonstrated ability to work independently and as a team.  Ability and willingness to work cooperatively with others.  High degree of discretion dealing with confidential information.  Excellent customer service skills.  Demonstrated organizational skills with the ability to multitask.  English speaking and writing skills required.  BLS Certification required.

Essential Functions:

1. Customer Service: Welcome and assist visitors and callers in a courteous and professional manner. Address inquiries, questions, and issues within the scope of responsibilities. Direct problems to the appropriate staff member or escalate to higher management as needed. Support receptionist on days off and meal breaks.

2. Correspondence: Sort, read, and annotate incoming mail and documents. Attach relevant information to facilitate necessary actions. Determine routing, signatures, and follow-up requirements. Compose correspondence and reports for Executive Team review and signature as requested.

3. File Maintenance: Coordinate and standardize all files and contracts. Ensure orderly, efficient, and organized file maintenance for reference and follow-up. Maintain strict confidentiality of all files and correspondence. Support patient recordkeeping.

4. Administrative Support: Provide administrative support to the CEO, Executive Team, and Department Managers as needed.

5. Office Management: Coordinate office maintenance activities with vendors. Ensure smooth office functions by managing supplies, printing, and maintenance services. Take responsibility for managing office supplies and requesting orders when stock is low.

7. Teamwork and Collaboration: Exhibit strong teamwork, cooperation, and support for all staff members. Handle interactions with poise and maturity, fostering positive working relationships.

8. Personal Development: Attend relevant meetings, seminars, and workshops to enhance skills and job performance. Seek prior approval from Manager for attendance.

9. Confidentiality: Maintain the confidentiality of encountered information, both verbal and written. Prevent unauthorized release of sensitive information.

10. Continuous Quality Improvement: Contribute to the agency's philosophy through participation in improvement projects. Actively engage in service teams and projects to drive quality enhancement.

11. Additional Duties: Undertake tasks assigned by the Executive Team or other members of the administrative team.