Administrative Assistant

Description

JOB DESCRIPTION:

• With minimal supervision, answers unit/department telephones and greets visitors according to departmental procedure; screens calls and takes messages or refers caller to appropriate staff member.

• Greets visitors in a courteous manner, establishes needs and refers to appropriate staff.

• Sets up, organizes, and maintains various departmental files according to established procedures.

• Retrieves appropriate information upon request for internal and external use.

• Arranges and schedules appointments, meetings, and domestic and/or international travel for one or more senior level managers, prepares daily schedules, prioritizes requests for meetings, prepares itinerary and/or expense reports, and prepares managers for meetings.

• Schedules and coordinates meetings and/or special events, reserves facilities, arranges for equipment and materials, arranges for speakers, refreshments or meals, develops agendas, and arranges seating.

• Takes minutes as requested.

• Receives and reviews incoming correspondence, independently responds to routine matters, and composes and edits responses for supervisor's signature based on knowledge of policies and procedures and supervisor's views. Forwards non-routine mail to appropriate individuals for handling and response.

• Reviews outgoing mail for consistency and conformance to policies and procedures.

• Types correspondence, reports and/or manuscripts.

• May take dictation and transcribe from a machine.

• Prepares charts and graphs for reports and presentations; may meet with typesetters and publishers to publish communications materials.

• Operates standard office equipment including telephones, copiers, fax machines, and computers.

• Inventories, orders, and maintains office supplies and forms; completes purchase requisitions and receives supplies.

• Initiates, processes, and maintains records and invoices on unit/departmental purchases, reimbursements, receipts and other related material.

• Gathers, reviews, verifies and consolidates data for preparing and monitoring unit/department budget and budget variances.

• May forecast expenditures and make recommendations for purchase of major equipment.

• Researches, reviews, approves and submits requests for patient account discounts, adjustments and/or write offs submitted by management.

• Notifies patients of disposition of request.

• May supervise or direct the work of clerical, secretarial or other designated employees.

• May distribute work assignments.

• May interview applicants, train employees, and provide input to performance evaluations and other employee transactions.

• Tracks vacation and back up coverage schedules.

• Processes employee time cards and transactions after review and approval.

• May interpret policies and procedures for lower level employees; make recommendations to management on issues of concern within the unit/department.

• Enters, updates, maintains, compiles and retrieves data from computer databases.

• Documents how to access files.

• Generates regular or special reports and/or statistics after collecting and organizing data.

• Performs related responsibilities as required. MINIMUM QUALIFICATIONS:

• A high school diploma or equivalent.

• Five years of clerical or secretarial experience.

• Previous experience with various personal computer software applications.

• Positions in this classification may require the ability to type or keyboard 55 accurate words per minute. PHYSICAL REQUIREMENTS (MediumMax 25lbs): up to 25 lbs, 0-33% of the work day (occasionally); 11-25 lbs, 34-66% of the workday (frequently); 01-10 lbs, 67-100% of the workday (constantly); Lifting 25 lbs max; Carrying of objects up to 25 lbs; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks. ENVIRONMENTAL FACTORS: Factors affecting environment conditions may vary depending on the assigned work area and tasks. Environmental exposures include, but are not limited to: Blood-borne pathogen exposure Bio-hazardous waste Chemicals/gases/fumes/vapors Communicable diseases Electrical shock, Floor Surfaces, Hot/Cold Temperatures, Indoor/Outdoor conditions, Latex, Lighting, Patient care/handling injuries, Radiation, Shift work, Travel may be required. Use of personal protective equipment, including respirators, environmental conditions may vary depending on assigned work area and work tasks.

Administrative Assistant, Salary: $16.80- $27.70/hour, The grade and salary of the position are based on specific criteria met within the qualifications of relevant experience, skills, performance and internal equity