Administrative Assistant

GENERAL DESCRIPTION: The Administrative Assistant/Receptionist provides administrative, communication, and operational support to ensure efficient daily office operations. This position is responsible for answering and directing incoming calls, managing mail distribution and correspondence, maintaining records, supporting staff and management with administrative tasks, and coordinating general office and facility needs.

DUTIES AND RESPONSIBILITIES:

• Reception and Communication
  • Contact answering service every morning at 8:30am; maintain record of calls received and communicate information to clinical administration and supervisory staff
  • Manage incoming calls, direct calls to appropriate staff members, take and relay messages accurately and professionally
  • Greet visitors, clients, patients, and vendors in a courteous and professional manner; direct visitors to appropriate staff or meeting locations
  • Provide and update on-call information to answering service staff; coordinate communication between answering service and agency and ensure timely updates and changes
  • Send and receive faxes and distribute communications appropriately
  • Maintain staff mailboxes and distribute incoming mail and correspondence

• Administrative Support
  • Provide administrative support to management team through preparation of reports, correspondence, data management, and prioritization of assigned tasks
  • Maintain and update time off information, including:
• Daily email notifications of absent staff
• Monthly calendar of scheduled days off
  • Maintain and update room reservations for agency and facility meeting rooms
  • Order office supplies and maintain adequate inventory levels
  • Order business cards for staff as requested
  • Coordinate apparel orders for logo apparel for staff
  • Assist HR department as necessary including:
• Maintain and update employee personnel data assuring current documents on file for all staff; assist with maintenance of personnel files, health files and other personnel documents and records
• Complete reference checks for applicants as requested
  • Prepare and distribute staff birthday, recognition and anniversary cards
  • Complete monthly OIG (Office of Inspector General) checks for staff, volunteers, physicians and other providers
  • Prepare physician correspondence, including doctor signature sheet as requested for new physicians
  • Provide backup coverage for other administrative staff and perform additional administrative duties as assigned

• Facilities Coordination
  • Serve as point of contact for routine building maintenance and janitorial needs, including submitting work orders and coordinating services with facility staff or vendors.
  • Coordinate general office and facility-related services to support daily operations.

QUALIFICATIONS:

Education, knowledge, licensure and certification

• High school diploma or GED required

Experience

• Basic level knowledge of EMR (electronic medical records), Microsoft operating system and Microsoft Word, Excel and Outlook

Prior office/receptionist experience