Administrative Assistant

Position Title: Administrative Assistant

Department: Soa- Substance Abuse

Reports To: Administrative Dir of Behavioral Health Srvcs

Purpose of Position:

Perform routine administrative duties requiring some knowledge about the work unit's procedures.  Process repetitive documents in accordance with established procedure, record data, prepare routine reports, answer and direct incoming telephone calls, list data, file, greet visitors and use a computer or similar device.  Schedule events or appointments and ensure thorough communication of events.  Duties listed are representative; incumbents in some departments may do some or all of these duties or may do similar level work not listed.

Uphold the organization’s vision, mission, and corporate values.  Demonstrate understanding of and compliance with organization’s policies, procedures, code of conduct and work rules.

Essential Functions:

• Perform routine administrative work in support of incumbent's assigned department such as Admissions, Medical Records, Human Resources, Accounting, Materials Management, Purchasing, Community Health, etc.  Specific department tasks may include  greeting and registering patients, assembling and processing hospital charts, retrieving files, maintaining records, preparing and maintaining patient indices - filing  correspondence, lab, and x-ray reports, employee information, research data, vendor records, as well as dictated notes, etc., photocopying, researching information, simple clerical accounting duties such as matching invoices, and opening and distributing mail to processors 
• Maintain record of name and corporate affiliation of all visitors, page persons when necessary, take messages and perform general clerical duties such as typing, filing, and recordkeeping
• Direct callers to the proper person or department, operate a multiple-call telephone switchboard console, facsimile machines and other office equipment
• Schedule events such as meetings, appointments and activities, notifying participants and completing administrative activities and preparations as needed for scheduled events
• May maintain master time schedule for office employees and may enter time or complete timecards for department staff
• Input and retrieve basic, repetitive information into electronic database and/or related systems
• Using exemplary customer service, greet visitors to department and arrange for or meet the needs for which they are visiting the department
• Perform other duties as assigned

Personal Traits:

All Norton Sound Health Corporation employees are expected to consistently demonstrate the organization’s values: integrity, cultural sensitivity and respect for traditional values, continual learning and improving, compassion, teamwork and pride.  Employees are expected to demonstrate integrity, professionalism, accountability, cooperation with and consideration of others.

Required Knowledge:

All Norton Sound Health Corporation employees are expected to have general knowledge of typical office technologies such as computers, printers, copiers, fax machines, and typical office software.

Job Specific knowledge is listed below:

Required Skills and Abilities:

All Norton Sound Health Corporation employees are expected to have a broad range of skills and abilities centered on a strong patient focus, efficient performance, and teamwork.   All employees should have patient/customer service skills, interpersonal skills and good communication skills.   All employees should have the ability to manage their time and organize their work to ensure efficient performance.   In addition, all employees should have the ability to follow policy, procedure and instructions, actively communicate with their supervisors to ensure understanding and manage their work accordingly.  Finally, all employees should have the ability to understand and manage patient/customer confidentiality.

Job specific skills and abilities are listed below: 

• Above average customer service skills
• Ability to manage multiple priorities

Minimum Requirements

Physical Requirements:

∙Use hands and arms to operate office or clinical equipment

∙Sit more than half the workday

∙Stand and/or walk less than half the workday

∙Bend, stretch, twist, crouch and/or reach

∙View electronic monitors for prolonged periods of time

∙Use hands and arm for repetitive motion tasks

∙Lift or carry unaided between 25 and 50 pounds

∙Push or pull using up to moderate force

Working Conditions:

∙Work is conducted in a standard office environment but incumbent may often enter a typical clinical environment during the course of their work which could expose the incumbent to latex, biohazard or other harmful substances

∙No Travel is required