Administrative Assistant Floater

Job Code: 43-6014 Salary: $15.02 - $26.48

Status: Full-time, Non-Exempt Department: Health Services

Location: Health Services Reports To: Assistant Health Director

Telecommute: No Fleet: No

SUMMARY: We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. To be successful an administrative assistant should be professional, polite, and attentive while also being accurate. Must be excellent with computers, general office tasks, excel and both verbal and written communication. Most importantly, should have a genuine desire to meet the needs of others.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

· Apply good knowledge of office routines and procedures, as well as the knowledge of the organization and programs directed by the supervisor.

· Receive visitors to the office, and helps answer questions when Administration is not available.

· Compose and prepare correspondence, draft replies to routine correspondence.

· Gather documentation from internal departments for personnel files and PAF’s,

· Compile Request for Proposals (RFP), Contracts and Amendments for submission in Adobe Sign;

· Perform typing duties, and photocopying duties as needed,

· Clerical assistance for various projects, when needed

· Update and maintain personnel files from paper to digitize.

· Gather and submit incoming and outgoing mail/correspondences in a timely manner and maintain mail log.

· Make travel arrangements, such as booking flights, cars, and making hotel reservations.

· Screening phone calls and routing callers to the appropriate party.

· Generate reports, transcribe minutes from meetings, create presentations, and conduct research for contracts.

· Work with the Office Manager to provide onboarding to new employees and conduct employee orientations

· Maintain polite and professional communication via phone, e-mail, and mail.

· Enter in Chronic Care departments requisitions and monitor inventory of supplies for reordering.

· Process, organize and file lab orders in a timely manner

· Utilize Moonwalk for scheduling of patients for coverage at the Diabetes Center for Excellence on occasion

· Gather intake data such as ID, income and residential documentation for WIC appointments on occasion

· Other duties as assigned.

SUPERVISORY RESPONSIBILITIES: There are no supervisor requirements for this position.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Due to the sensitive nature of information, must maintain strict confidentiality at all times.

EDUCATION and/or EXPERIIENCE:

· High School Diploma AND

· Four (4) years of direct administrative and/or office assistant experience

PREFERRED

· Associates Degree in Business related field or Certificate as an Office Manager AND

· Two (2) Years of direct administrative and/or office assistant experience.

OTHER SKILLS and RESPONSIBILITIES:

· Be able to lift and carry over 40 pounds

· Excellent computer skills, especially typing.

· Attention to detail

· Ability to create digitized filing systems

· Desire to be proactive and create a positive experience for others.

· Excellent organizational skills

The successful candidate must pass a criminal background and test for illegal substances prior to employment being confirmed.