Administrative Assistant II

Purpose

Provides support services to the CFO and CNO which includes all secretarial, clerical and receptionist functions.

• managing calendars
• scheduling appointments
• answering phone calls
• managing emails
• handling incoming mail
• preparing documents
• maintaining files
• coordinating office logistics
• providing clerical support
• ensuring smooth office operations

• Calendar Management:
  Scheduling meetings, appointments, and managing calendars for executives or teams.
• Communication Management:
  Answering phone calls, responding to emails, and handling inquiries from clients and internal staff.
• Document Preparation:
  Drafting letters, reports, presentations, and other documents as needed.
• File Management:
  Maintaining accurate and organized physical and digital filing systems.
• Meeting Coordination:
  Arranging meeting rooms, preparing agendas, taking minutes, and distributing follow-up information.
• Travel Arrangements:
  Booking travel tickets, accommodations, and transportation
• Office Administration:
  Ordering office supplies, managing equipment maintenance, and coordinating office services
• Data Entry:
  Entering and updating information into databases and spreadsheets
• Reception Duties:
  Greeting visitors, directing them to the appropriate person, and managing the reception area
• Event Planning:
  Coordinating conferences, meetings, and special events
• Customer Service Support:
  Answering customer inquiries and resolving
• Prior Authorizations with Insurance Companies:
  Assist care coordinator with prior authorizations
• Compliance

• Medical Terminology:
  Ability to understand and utilize medical terminology
• Administrative Practices
• Billing and Insurance
• Problem Solving:
  Ability to critically think through a problem and determine the best course of action.
• Strong Organizational
  
  Skills:
  
  Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively.
• Attention to Detail:
  Meticulous focus on accuracy when handling data, documents, and information.
• Excellent Communication
  
  Skills:
  
  Clear and concise verbal and written communication to interact with various stakeholders.
• Proficiency in Microsoft Office Suite & other office software:
  Expertise in programs like Word, Excel, PowerPoint, and Outlook.
• Time Management
  
  Skills:
  
  Efficiently managing time to complete tasks within deadlines.
• Adaptability:
  Flexibility to handle changing priorities and unexpected situations.
• Interpersonal
  
  Skills:
  
  Building positive relationships with colleagues, clients, and visitors.
• Confidentiality:
  Maintaining discretion when handling sensitive information

Education: High school graduation or equivalent

Special Training: Keyboarding and computer experience;
Dependent Adult/Child Abuse Mandatory Reporter Training within 6 months of employment

Training Preferred: Medical terminology, spreadsheet applications, Prior Authorizations, and data base applications

Experience: 1 year of experience preferred