Administrative Assistant Care Management Services

Summary

Responsible for performing clerical duties and support in accordance with Care Management Services guidelines and procedures.

• Perform administrative duties such as typing memos, correspondence, reports, and other documents as directed.
• Copy, sort, distribute mail, perform calculations as needed.
• Send, receive, and distribute faxes and emails as appropriate.
• Mail materials using various methods and services as directed.
• Run local errands, including trips to the post office and local businesses for occasional supply purchases.
• Print, distribute, and make revisions to forms or other documents as directed.
• Assist with processing job applications, including reference checks, background checks, and licensure/registration verifications.
• Assist with event planning, including travel arrangements and reservations for staff.
• Assist with production of the organization’s newsletter by compiling information and articles.
• Create and maintain monthly calendar, meeting agendas, and action plans, and distribute as directed.
• Provide administrative support to the leadership team as directed by the Administrator of Care Management Services.
• Assist in administrative studies and/or projects as assigned.
• Order supplies as needed, including office supplies, toiletries, refreshments, and community education supplies.
• Perform daily upkeep of office machines, including changing cartridges, stocking paper, and coordinating repairs.
• Provide reception service (information, beverages, assistance) to visitors, sales representatives, etc.
• Courteously and professionally answer and redirect all incoming calls.
• Maintain filing system in an efficient and organized manner.
• Maintain and distribute staff contact information.
• Ensure timely notification of upcoming project and assignment due dates for the leadership team.
• Record minutes of staff and other meetings as directed by supervisor.
• Report corporate compliance concerns appropriately.
• Report work time and business expenses in accordance with organizational guidelines.
• Maintain work areas in an organized manner.
• Attend staff meetings, in‑services seminars, and workshops as directed by supervisor.
• Promote the image and reputation of the System by exhibiting servant leadership and providing direct and open lines of communication.
• Contribute to the work of committees, work groups, project management, and other collaborative efforts of the System.
• Perform other duties as necessary to ensure the success of the System.

• Knowledge of personal computers and ability to operate Microsoft applications (Word, Excel, PowerPoint, Access, Outlook).
• Thorough knowledge, adherence, and enforcement of current regulations and Care Management Services operational guidelines.
• Familiarity with the System’s personnel guidelines.
• Maintain constructive working relationships through effective communication and interaction.
• Demonstrate good judgment and decision making.
• Manage multiple deadlines with demonstrated flexibility.
• Portray a positive image of the organization and communicate guiding principles.
• Complete work in a timely, accurate, efficient, and thorough manner; organize and prioritize responsibilities.
• Deliver excellent customer service internally and externally.
• React effectively and calmly in emergencies.
• Maintain customer confidentiality.
• Effective time management and prioritization skills.

High School Diploma or GED equivalent.

None.

• 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 associates of the organization.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram format; ability to deal with problems involving several concrete variables in standardized situations.

• Proficiency with…