Administrative Assistant

Administrative Assistant

Under the direction of the Director/Manager, performs administrative, secretarial, and clerical functions for one or more managerial/research staff. Must be able to meet deadlines, work on several projects at once, and understand all of the concepts involved in the work performed.

Essential Functions:

• Supports the operations of the department and associated call center services.
• Provides excellent customer service to patients, families, providers, and staff in the course of daily functions.
• Performs secretarial and clerical duties in support of staff.
• Opens and date stamps all mail daily.
• Routes incoming mail within one hour after opening to the appropriate staff member.
• Transcribes and types written and dictated reports and professional correspondence for administration as required with less than a 5% error 90% of the time.
• Develops written correspondence according to instructional guidelines or departmental and hospital policies within requested timeliness 90% of the time.
• Distributes written correspondence and other materials immediately upon completion to the appropriate staff.
• Maintains filing and retrieval systems for documents, resources, and correspondence.
• Files all office correspondence and documents within 3 days 90% of the time.
• Screens inquiries about the department by phone, mail, or in person; use judgment to respond to inquiries or to refer as appropriate.
• Records accurately all telephone messages, detailing the caller's name, company, phone number, and reason for call.
• Places phone messages immediately in the appropriate designated phone slot or place message on the employee's desk.
• Prioritizes tasks and initiates management with minimal supervision.
• Monitors inventory of office and other supplies and re-orders when necessary.
• Assists in function of timekeeping and is responsible for distribution of paychecks.
• Prepares finance requests within 3 days 90% of the time and follow up as needed.
• Inputs and outputs information using the following software:
  Word, Excel, Access, IDX, Outlook, Lawson, Internet.
• Copies and collates documents as requested by staff or administrator staff.
• Performs back up of computer files on a regular basis to ensure integrity of records maintained.
• Performs other duties as assigned to promote overall effective coordination of department.

Skills:

• Required
  
  Skills & Experience:
• Ability to communicate and interact appropriately with patients, families, and staff with respect to age, disability, and cultural preferences.
• Able to accurately and efficiently express or exchange ideas/information by means of written and spoken word.
• Ability to provide excellent customer service to both external and internal customers, demonstrates a high degree of personal organization, meets applicable deadlines, and balances work across multiple work projects.
• Requires excellent interpersonal skills, the ability to operate efficiently in a high paced environment, the ability to support collaborative efforts, and the ability to quickly grasp and learn new concepts and procedures.
• Excellent computer skills including word processing (Microsoft Word), spreadsheet (Excel).
• Excellent organizational skills and the ability to meet deadlines; ability to prioritize tasks according to program needs.
• Experience working in customer service in a technical, hospital, or other healthcare field.
• Previous computer experience and/or training.
• Preferred
  
  Skills & Experience:
• PowerPoint and Access experience.

Education:

• Required
  
  Education:
  
  High school diploma or GED.
• Preferred Education:
  
  N/A

Required Certifications & Licensure: N/A

Preferred Certifications & Licensure: N/A

EEO:
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.