Assistant Admin II

JOB SUMMARY:

The Administrative Assistant II will provide skilled secretarial and administrative support to assigned leadership and members of clinical team.  Monitors office process and procedures, working with supervisor to assist in creating efficiencies.  Provide a welcoming and professional first impression to clients and guests and will contribute to a positive work environment. This position will answer and direct all calls, take messages, and provide information in a polite and professional manner. Maximize the use of electronic health records to enhance the delivery of customer service to clients and support to staff. 

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:    

• Greet and assist all visitors and clients. Be courteous, polite and helpful to the public and clients at all times with continuous awareness of maintaining a positive agency image.
• Demonstrate proper telephone etiquette and maintain solid customer relations by handling questions and concerns promptly and with courtesy and patience. 
• Calmly and efficiently assist with complaints and difficult or emotional client situations; handle all situations in a professional manner, exhibiting excellent customer service skills at all times.
• Maintain a good working knowledge of agency and community services.
• Utilize the EHR system efficiently to answer callers’ questions, as appropriate given clients’ rights and legal and ethical considerations.
• Disseminate internal communications, including messages, faxes, emails, memos, etc.
• Perform word processing, prepares correspondence, reports, manual, and other written documents.  Proof all typed material with original form for accuracy and recommend any editing improvements.
• Perform related data entry tasks and database management tasks.  Create forms, tables, spreadsheets, and assists in special projects.
• Maintain organized files for program materials, including management of shared drives or cloud-based storage.
• Identify and immediately communicate related workflow issues, concerns and/or operational functions to program leadership to improve efficiency and client service.
• Track receipts and complete monthly credit card expense report for assigned programs and supervisors, ensuring submission deadline to meet.
• Manage petty cash, process and reconcile with receipts and provide to the finance department.
• Identify and coordinate any necessary building or equipment repairs, maintenance, and cleaning service needs.  Performs activities of Floor Safety Officer.
• Maintain a safe and secure working environment.  Report concerns to leadership regarding safety, staff issues, and noncompliance activities and agency policies and procedures.
• Ensure availability of agency forms and office supplies.

QUALIFICATIONS

EDUCATION:

• Must be a high school graduate or have HS equivalent

EXPERIENCE:

• Preference given to individuals with 1 or more year of administrative experience, particularly in healthcare environment. 
• Must be able to demonstrate basic proficiency with Microsoft office software.

PERFORMANCE COMPETENCIES:

• Essential Behaviors
• Client and Public Engagement/Customer Service
• Administrative Duties
• EHR and Client Record Responsibilities
• Office Operation Management

KNOWLEDGE/SKILLS/ABILITIES:

• Adaptability: The ability to adjust to changing priorities, unexpected situations, and new challenges while remaining productive and effective.
• Interpersonal Skills: The ability to establish and maintain professional relationships with clients, families, caregivers, colleagues, and community partners.
• Initiative: The ability to work independently with limited supervision and produce results in a timely, accurate and meaningful manner.
• Cooperation: The ability to work effectively with others is important for successful multidisciplinary teamwork. This includes the ability to work cooperatively, to contribute positively to group dynamics, and to share knowledge and resources.
• Multitasking: The ability to efficiently and effectively manage multiple tasks, projects, and responsibilities concurrently.  This includes juggling multiple demands simultaneously and being skilled at adapting to changing priorities in a fast-paced work environment.
• Detail Oriented: The ability to consistently review and verify information for accuracy, detect errors, and take steps to correct them.  This quality is essential for producing high-quality work and ensuring tasks are executed with precision and completeness.
• Organized: The ability to use tools, systems, and processes to streamline workflows, keep track of essential information, and consistently meet deadlines.  This skill is is essential for optimizing productivity and contributing to the overall efficiency of the team.

SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act.  Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing.  Marijuana is one of the substances included in the drug panel screening.  Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.