Administrative Assistant

Administrative Assistant Job Title :

Administrative Assistant Position:

Non-Exempt, M-F, 8am-5pm

Pay Range:

$24.00 .00 - $ 30.00/hr Reports to :

Executive Assistant Organizational Peers :

Patient Service Representative Employee Success Assistant Materials Management Clerk Direct Reports:

N/A Job Summary:

This is a nonexempt position responsible for assisting the Executive Assistant with daily activities and projects.

Performance Requirements:

Knowledge:

Knowledge of organizational policies, procedures, and systems. Knowledge of office management techniques and practices. Knowledge of computer systems(Google workspace), programs, and applications and comfort with electronic health records. Knowledge of research methods and procedures sufficient to compile data and prepare reports. Knowledge of the English language to include rules of composition and grammar; spelling; punctuation; sentence structure and content; and of word meaning. Knowledge of electronic health records and HIPAA.

Skills:

Excellent organizational and time management skills. Skill in administrative office supplies inventory management. Skill in attending and taking minutes and in the operation of office equipment. Skill in establishing and maintaining effective working relationships with other employees, patients, organizations and the public. Skill in preparation of letters and other documents and emails.

Abilities:

Ability to maintain strict confidentiality. Ability to establish and maintain effective working relationships with other employees and the public. Ability to work under pressure, communicate and present information. Ability to read, interpret, and apply clinic policies and procedures. Ability to identify problems, recommend solutions, organize and analyze information. Ability to establish priorities and coordinate work activities. Ability to demonstrate leadership and interpersonal skills.

Major Duties and Accountabilities:

Produces and distributes daily census information. Assists recruitment team by setting up and maintaining electronic files and recruitment log; communicating with candidates and recruiters; visit planning; preparations and follow up; and creating electronic files and physical new provider binder with regular document upkeep. Creates new hire training schedules. Arranges lunches for meetings and assists with coordination of meetings. Takes messages and/or prepares notes for patient complaints when the Patient Advocate is not available. Takes meeting minutes for the Administrative Team and as needed for other meetings. Create meeting agendas and maintain records. Assists patients and staff who present to Administration and answers phones. Maintains lobby monitors and updates Responsible for business card setup, ordering and distribution. Ordering of signage Composes correspondence and disseminates to appropriate individuals and obtains signatures for various documents and policies. Prepares various documents and handles confidential matters in accordance with clinic rules and procedures. Maintains and manages drives and binders.(ROMG and CommonSpirit) Manages office supplies, eating utensils, waters, sodas, coffees, teas, etc. in both Administration office and in a locked cabinet in upstairs breakroom. Assists with the Executive Director's appointment calendar. Distributes mail to Administration daily. Prepare credit card expense reports for Executive Director and Executive Assistant and submits to accounts payable. Reconciliation of Executive Assistant credit card statements Maintains professional demeanor, punctuality and consistent attendance. Other duties as assigned.

Position Competencies:

Role model for

Organization's Core Values:

Support the Mission and Values with dedication to providing excellent care and service and providing comprehensive quality healthcare for our community in a compassionate manner.

Customer Service:

Demonstrates the highest standards for friendly, courteous and caring interaction with patients, physicians, customers, and fellow employees.

Communication:

Demonstrates ability to accept and understand instructions, expresses self clearly and concisely, both verbally and in writing.

Adaptability/Flexibility:

Demonstrates the ability to cope with pressure, grasp new ideas and methods, and adjust responses to meet the changing work environment.

Independence/Initiative:

Demonstrates reliability, follow-through, ability to work with minimum supervision, and desire and ability to accept additional responsibility.

Confidentiality:

Maintains the highest level of confidentiality at all times.

Emotional Intelligence:

Maintain basic emotional and social competencies to include self-awareness, self-regulation, motivation, empathy, and social skills.

Job Qualifications:

Equipment operated: Standard office equipment including computers, faxes, copiers, printers, telephones, etc.

Education/Experience :

High school diploma or equivalent. Some college preferred. Minimum two years of administrative experience, including one year with a health care organization.

Physical:

Position is in a well-lighted office environment. Occasional evening and weekend work. Position involves sitting approximately 90 percent of the day, walking or standing the remainder. No heavy lifting required. I am able to perform these tasks without accommodation. Yes No If no, list required accommodations: I have read and understand the above job description, and I accept all the responsibilities of the position. _______________________________ ____________ Employee's signature Date Responsibility for

Review and Maintenance:

HR Date Initiated:

2018

Date Revised: