What are the responsibilities and job description for the Carmel, NY - Administrative Assistant position at Arms Acres Inc?
Description
FUNCTION
To provide administrative, operational, and reporting support to the Administration, Clinical, and Operations departments. This position is responsible for assisting with financial and operational reports, coordinating supply ordering, collecting and tracking patient grievances, and preparing staff schedules to support efficient facility operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Other duties may be assigned.
1. Assist with the preparation, compilation, and distribution of financial, operational, and administrative reports, including monthly and ad hoc reports.
2. Collect, organize, and maintain data for internal reporting and regulatory submissions as required.
3. Order, track, and distribute office and departmental supplies; monitor inventory levels and coordinate reorders with vendors.
4. Maintain accurate records of supply usage and assist Administration with cost tracking and inventory controls.
5. Collect, log, and track patient grievances and complaints; ensure proper documentation and timely distribution to appropriate departments for review and follow-up.
6. Maintain confidential grievance files in compliance with organizational policies and regulatory requirements.
7. Prepare and maintain staff schedules for Clinical and Operations departments; coordinate schedule changes, coverage needs, and updates with department leadership.
8. Assist with meeting preparation, including typing agendas, recording minutes, and distributing documentation for administrative, clinical, and operational meetings.
9. Serve as an administrative liaison between Administration, Clinical, and Operations departments to ensure timely communication and coordination.
10. Design, update, and maintain administrative forms, templates, and logs as needed.
11. Participate in performance improvement, quality assurance, and operational efficiency initiatives.
12. Perform additional administrative and clerical duties as assigned by Administration
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Requirements
QUALIFICATION REQUIREMENTS
Education and/or Experience:
High school diploma or GED required; associate degree or coursework in business administration, accounting, or healthcare administration preferred. Three to five years of administrative experience, preferably in a healthcare or operations environment, or an equivalent combination of education and experience.
Language Skills:
Ability to read, write, and comprehend correspondence, reports, and policies. Ability to communicate effectively with staff across departments.
Mathematical Skills:
Ability to perform basic arithmetic, including addition, subtraction, multiplication, division, and simple reporting calculations.
Reasoning Ability:
Ability to apply common sense understanding to carry out written and oral instructions and manage multiple priorities.
Other Skills and Abilities:
Strong organizational and time-management skills
Proficiency in typing, data entry, and basic computer applications
Attention to detail and confidentiality
Strong interpersonal and communication skills
Ability to work independently and collaboratively across departments
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