Administrative Assistant

Position Summary:   

The Administrative Assistant is responsible for providing administrative support and ensuring efficient office/program operations. 

Essential Functions: 

• Creates and maintains spreadsheets and reports for tracking and reporting departmental information.   

• Creates, maintains and closes individuals’ files in electronic records management systems. 

• Prepares, scans and files individuals’ documents into electronic records management systems. 

• Orders and maintains adequate inventory of supplies, including but not limited to, medical supplies, paper products, office supplies, etc. 

• Provides professional communication for internal and external stakeholders and responds to inquiries in a timely manner.  This may include written communications such as newsletters, program materials, correspondence, etc. 

• Provides administrative support for department, including but not limited to, scheduling meetings/appointments, and providing logistical and team support.  May also perform check requests, mailings, filing, and other support activities. 

• Prepares and sends information for billing.  This may include reviewing and verifying individuals’ authorizations, monitoring/tracking services, and maintaining billing and attendance spreadsheets.   

• Greets visitors to the office/building and answers incoming phone calls. 

• Supports program quality, safety and compliance measures, performs general upkeep of office space, and may ensure building maintenance is performed as needed. 

Position Competencies: 

• Excellent interpersonal and communication skills to build relationships with a variety of stakeholders. 

• Excellent attention to detail with high-level organizational and multi-tasking skills that reflect the ability to perform and prioritize multiple tasks seamlessly. 

• Knowledge of office equipment, computer systems and intermediate-level knowledge of Microsoft Office suite.   

Easterseals Midwest Core Competencies: 

• Adaptability & Initiative: Adapts to changes in the work environment and prioritizes activities to manage work responsibilities. 

• Communications: Communicates and exchanges accurate information through a variety of methods. 

• Dependability: Executes job duties within specified timeframes in order to meet agency objectives. 

• Job Knowledge & Quality: Maintains knowledge related to job responsibilities and ensures that output meets or exceeds established standards. 

• Judgment & Problem Solving: Exhibits sound decision making skills and includes other staff in decision making when appropriate.  

• Teamwork & Professionalism: Establishes and maintains effective relationships and works cooperatively in group situations. 

Qualifications: 

• Must have high school diploma or equivalent. 

• One year program or administrative experience required. 

• Must have knowledge of Microsoft Office suite including knowledge of Excel. 

Additional Requirements: 

• This position may travel locally as needed. 

• Must have current driver’s license and proof of insurance. 

• Must complete and maintain all required trainings/certifications. 

• Must maintain confidential information in accordance with HIPAA regulations. 

Working Environment:   

• Work is performed in an office environment. 

• This job utilizes office equipment and computer/electronic devices.