Administrative Specialist I

Purpose of Position:

Perform seasoned administrative duties requiring intermediate knowledge about the work unit's procedures. Process documents in accordance with established procedure, record data, prepare 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. Perform basic clinical duties. Duties listed are representative and incumbents in some departments may do some or all of these 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 seasoned administrative work in support of incumbent's assigned department such as Information Systems, Human Resources, Materials Management, Purchasing, Community Health, etc.   Department-specific tasks may include inputting sensitive and non-routine data into information systems, preparing  correspondence, researching and formatting information, receiving and shipping mail and parcels, filing and retrieving employee information, researching data, maintaining vendor records, etc.
• Serve as internal customer point of contact in department for answering questions and solving basic problems
• Assist department managers with preparation and maintenance of items such as budgets, purchase requests, maintenance work orders, travel requests, expense reports, etc.
• Provide basic training and department orienation to new employees and lower level administrative assistants
• May perform some or all duties of an administrative assistant
• May perform some clinical duties directly related to specific department functions
• 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:

• Knowledge of office operation standards and practices
• Department specific knowledge as identified by the manager

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 and interpersonal skills
• Specific abilities as identified by the manager

Minimum Requirements

Administrative Specialist I (Grade3)

3 Years in an office setting

Administrative Specialist II (Grade 4)

All requirements of Administrative Specialist I

1 additional year experience

Administrative Specialist III (Grade 5)

All requirements of Administrative Specialist II

2 additional years of experience

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. This could expose the incumbent to latex, biohazard or other harmful substances

∙No Travel is required