Description

The Administrative Assistant supports the administrative staff by completing routine tasks that allow them to focus on more advanced responsibilities 

Administrative Assistant

· Receive/Transfer all incoming phone calls and route calls to the appropriate team members.

· Send email messages of all calls to create a record of the call.

· Greeting visitors and directing them to the appropriate place.

· Managing multiple or complex calendars for meetings and travel.

· Attending Administrative Team meetings to record minutes. 

· Maintain the sign-in roster in the lobby.

· Retrieve phone messages from Voicemails and delegate them to the correct personnel. 

· Collate and distribute mail. 

· Coordinate availability of Conference rooms for Meetings/Training. 

· Input data from the PPUC Clinics that offer Occupational Medicine resources.

· Prepare and email Daily Clinic Volume Reports to the Administrative Team. 

· Responsible for all incoming faxes and correspondences. 

· Receiving all delivered packages, identifying whom the packages are for, and ensuring they are notified of the delivery. 

· Update phone list. 

· Inventory and order all office supplies for the Administrative and Training Teams.

· Purge/Shred outdated files.

· Other duties as assigned.

Medical Records

· Process requests for Medical Records (Doctors, Clinics, Hospitals, Court-Ordered Subpoenas, Law Offices, State Agencies, Etc.)

· Coordinate with Notaries to have records notarized according to State Law. 

· Create and maintain a list of Medical Records received and disseminated. 

· Create invoices for Medical Records, Copy, file, and archive Medical Records.

Mail and/or fax Medical Records to recipients.

Requirements

· High School Diploma or GED. Associate or bachelor’s degree preferred. 

· At least two years of administrative experience. 

· Proficient in Microsoft Office Suite. 

· Effective and professional communication abilities, including communicating with all levels of team members, Providers, vendors, and guests. 

· Great time management, organizational and prioritization abilities.

· Attention to detail and efficient problem-solving skills.