Title: Administrative Assistant
Schedule: Full-Time including weekends.
Reports to: Administrator
Summary: Performs administrative tasks in any one or more of the clinics.
Essential Duties and Responsibilities:
1. Demonstrates commitment to company’s mission, values and standards of ethical behavior.
2. Models a positive and professional image that emulates the organization's mission and encourages a spirit of cooperation with co-workers. Provides assistance to co-workers and promotes teamwork by sharing information useful to achieving desired results.
3. Ensures that all staff are treated fairly, with kindness, dignity, and respect, and their rights are protected at all times.
4. Complies with all company and departmental policies and procedures.
5. Performs one or more of the following duties and responsibilities:
· Answers telephone, makes appointments for administrator, completes errands, takes and delivers messages, etc., as directed
· Ensures outgoing mail is ready for pick up at designated times
· Sorts, distributes, and routes incoming mail to appropriate departments, and/or personnel
· Distributes paychecks when mailed to the facility
· Prepares correspondence, reports, statements, minutes of meetings, agendas, etc
· Maintains files and other records
· Receives and screens office visitors and telephone calls
· Arranges for meetings, conferences, etc.
· Makes business trip arrangements as requested
· Performs unscheduled administrative tasks as directed
· Develops, organizes and implements office procedures, including filing systems
· Participates in and assists in departmental projects as required
· Represents the department at meetings as required and directed
· Proof reads and corrects letters, drafts, reports, etc. for grammar, punctuation, spelling, etc.
6. May be cross-trained in one or more of the following: Medical Records, Front Desk, and provide backup in certain areas of the clinic.
7. Adheres to state and federal regulations and company policies and procedures; HIPAA confidentiality standards of resident and facility information; Infection Control, Universal Precautions, OSHA and safety standards; and established safety precautions and regulations (including use of mechanical lifts when lifting or moving heavy individuals or objects) in the performance of tasks and the use of equipment and supplies.
8. Takes responsibility for staying updated on new regulations, best practices and internal policies and procedures.
9. Demonstrates knowledge of clinics and departmental quality improvement activities. Recommends to Supervisor any equipment and supplies needed for the department as well as any departmental improvements.
10. Utilizes most efficient, safe and cost-effective techniques and methods, and uses supplies and equipment in most efficient manner to minimize waste.
11. Works with management as necessary and implements recommendations as required.
12. Performs other related duties as required.
The above listing of duties and responsibilities is not intended to be all-inclusive but rather to serve as a description of the range of duties and general nature of the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Education and Work Experience:
1. 1-2 years’ experience in administrative capacity required.
2. High school diploma or equivalent required; AA degree from accredited college in business, accounting or related field desirable
3. May require proficiency in office applications including multi-line, copier and mailing equipment, 10 key calculator as well as Federal Express and UPS
Knowledge and Skills:
1. Ability to represent Company in an ethical and professional manner, and to maintain accountability
2. Ability to interact tactfully, effectively, and professionally with other employees, residents, family members, visitors, government agencies/personnel and the general public, as needed
3. Must be able to relate to and work with physically and/or mentally ill, disabled, elderly, emotionally upset, and at times hostile people within facility and treat them with respect and consideration regardless of their cognitive or functional level
4. Willingness and ability to function as an effective team member through good communication and cooperation to meet departmental goals
5. Must demonstrate flexibility and ability to adapt to change
6. Ability to organize, prioritize and meet deadlines
7. Ability to maintain confidentiality and be discreet
8. Must be able to multi-task and handle pressure
9. Must be able to follow instructions and to accept feedback
10. Must successfully pass background check, health exams, and any other pre-employment requirements
11. Must be able to operate departmental equipment, as appropriate
12. Willing to work beyond normal working hours, weekends, holidays, and/or on other shifts and in other positions, when necessary
13. Must be able to read, write and speak the English language sufficiently and comprehensibly enough to perform the essential functions of the job
14. Sufficient computer skills including proficiency in Microsoft Office, Outlook, and /or Internet to perform required duties. Experience with EMR. Doctor Chrono is a plus!
15. Sound knowledge of basic mathematical concepts and tools
16. Knowledge of standard office practices
17. Ability to understand and follow applicable regulations, policies and procedures fully and consistently
18. Must have strong detail orientation and high accuracy level
19. Good grammatical, punctuation and spelling skills
20. Must be bilingual in Spanish.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee must be able to:
· Remain in a stationary position 80 % of the time.
· Occasionally moves about inside the office to access file cabinets, office machinery, etc.
· Occasionally travels to other near by locations for secure files transfers, business cards and materials, etc.
· Constantly operates a computer and other office machinery, such as a copy machine and printer.
· Frequently communicates with Interacts with customers, families, visitors, center and facility subsidiary personnel;
· Frequently moves 5 up to 40 pounds from one office to another, etc.
Job Type: Full-time
Pay: From $70,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
