Administrative Assistant

Responsibilities

• Demonstrate sensitivity and responsibility to management needs.
• Attend all mandatory meetings and take/maintain meeting minutes.
• Maintain and update resource materials for service line staff.
• Complete general office duties, including mailing, filing, typing, and organizing, as needed.
• Answer telephone calls, relay messages, and communicate effectively with colleagues.
• Gather, organize, and summarize information requested by supervisor, faculty, or staff to provide accurate data for meetings or conferences.
• Train colleagues on the use of common office equipment.
• Manage meeting calendar(s).
• Select and arrange meeting facilities, equipment, and meals for conferences and meetings.
• Greet and provide assistance to office visitors in a helpful manner.
• Treat all clients, families, colleagues, and stakeholders with respect and dignity.
• Act as receptionist or back‑up receptionist according to local schedule.
• Comply with HIPAA and confidentiality requirements.
• Maintain up‑to‑date lists of phone numbers, addresses, and colleagues.
• Assist with administrative record keeping.
• Enter data and complete required documentation.
• Distribute mail, messages, and correspondence to personnel.
• Order office supplies and oversee equipment maintenance.
• Assist with general office upkeep and cleaning.
• Manage office/facility bills and invoices and maintain records, if applicable.
• Post transactions to accounting records and Client Tracking database, if applicable.
• Ensure program service authorizations are current and properly filed, if applicable.
• Research, prepare and enter invoices and issue maintenance/transportation checks, if applicable.

• Basic arithmetic (addition, subtraction, multiplication, division) in all units of measure.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Strong customer service skills and effective communication with residents, employees, family members, and community contacts.
• Proficiency with computer applications (Word, Excel, internet platforms, other electronic media).
• Ability to apply logic and understanding to carry out instructions furnished in written, oral or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

• High school diploma or equivalent certificate required.
• Associate’s or bachelor’s degree in an applicable field (e.g., human resources, social services) preferred.
• One to three years of clerical/administrative support experience preferred.
• Advanced computing skills, including databases, web browsers, email interfaces, and MS Office, highly desirable.

None

• Successful completion of a background check (criminal record, driving record, abuse/neglect and fingerprint check).
• Completion of New Hire Orientation and required training (including Relias) at the beginning of employment and annually thereafter.
• Current driver’s license, acceptable driving record, and current auto insurance.

• Sedentary work requiring occasional exertion of up to 10 pounds and/or repeated light movements for typing and writing.
• May involve walking or standing for brief periods.

• Paid time off and full-time benefits package (health, dental, vision, retirement, life).
• Comprehensive training and career mobility opportunities.
• Supportive work culture that values employee well‑being.

We are an Equal Employment Opportunity Employer. Adult & Child Health is a Smoke and Tobacco Free Workplace.