Administrative Assistant (QU551301)

Administrative Assistant

The Administrative Assistant is responsible for all administrative paperwork, telephone reception, scheduling, ordering supplies, data entry and low level report preparation.

To perform this job successfully, an individual must be able to perform each essential duty listed satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions unless this causes undue hardship to the agency.

1. Answer telephones and transfer to appropriate staff member.

2. Meet and greet new residents and visitors.

3. Create and modify documents or enter data using Microsoft Office and other company software.

4. Perform general clerical duties including but not limited to : photocopying, faxing, mailing, and filing.

5. Maintain hard copy and electronic filing systems.

6. Sign for and distribute UPS / Fed Ex / DHL packages.

7. Research, price, and recommend purchase of office furniture and supplies.

8. Coordinate and maintain records for staff office space, phones, parking, and facility keys.

9. Setup and coordinate meetings and conferences.

10. Collect and maintain PC inventory.

11. Support staff in assigned project-based work.

12. Provide office orientation for new employees.

13. Setup accommodations and food arrangements for facility visitors when assigned.

14. Comply with attendance and timekeeping rules and report reliably and regularly to work on an on-going basis.

15. Attend regularly scheduled staff meetings and supervision as well as in-service training and development activities.

16. Complies and promotes compliance with all applicable laws, regulations and agency policies helping to strengthen and maintain an ethical organizational culture.

17. Performs other job-related duties as assigned.

Knowledge, skills, and abilities include :

• Basic knowledge of office processes
• Basic knowledge of using office equipment (e.g. photocopy machine, personal computer, fax machine, typewriter)
• Effective problem-solving skills
• Effective interpersonal skills
• Ability to work with diverse individuals
• Ability to effectively and efficiently respond to questions from persons served
• Ability to present information to persons served and other employees
• Ability to serve as a role model to residents including modeling appropriate interpersonal interactions, appearance, demeanor
• Ability to effectively use computer software, especially Microsoft Office.
• Willingness to continually learn and apply knowledge and willingness to participate in in-service training and development activities.
• Ability to function as an effective team member, including performing share of work, cooperating with coworkers, and securing cooperation, and maintaining professional relationships and boundaries with co-workers, supervisors and residents
• Ability to use sound judgment in identifying and solving problems, and knowing when to seek assistance.
• Ability to learn, understand and comply with all regulations, policies and procedures.
• Ability to organize time effectively to accomplish all tasks in a timely way and meet deadlines without prompting.
• Ability to work independently, and to conform to all applicable safety and accountability measures

Minimum education and experience qualifications : High school diploma and two years experience, preferably in a medical office or health care environment. Veteran preferred for position in Veteran's Shelter.