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Job Description
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Job Title: Administrative Assistant
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Reports to: Practice Director/Manager
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Department: Administration
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FLSA Status: Non-Exempt
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Job Grade: 5
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Version Date: June 2022
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General Responsibilities:
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To provide administrative support to senior leadership and managers at their assigned Thundermist location. To serve as the administrative point person to staff and vendors and assist with tasks as needed.
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Qualifications:
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Required Qualifications:
- Degree/Certification from accredited Secretarial program or Associates in Business OR minimum 3 years of experience in administrative support role
- Ability to handle multiple projects and meet deadlines with minimal supervision
- Advanced skills in Microsoft Office software programs
- Ability to prioritize workflow and handle multiple demands
- Familiarity with office equipment and procedures
Preferred Qualifications:
- Candidates who do not meet all of the preferred qualifications are encouraged to apply.
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Significant Job Functions:
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- Performs special projects such as analysis and presentation of data in spreadsheets, graphs, or tables; preparation of PowerPoint presentations; coordination of grant applications.
- Handles scheduling and coordinates/organizes meetings including mailings, minutes, refreshments, teleconferencing equipment, and conference calls.
- Answer incoming telephone calls for senior leaders and administrative office.
- Prepares correspondence, memos, reports, minutes, and forms.
- Facilitate customer service hotline responses: receive and document calls; send them to respective managers for resolution; document resolution.
- Performs other general office duties including filing, faxing, copying, mailing, banking, and distributing supplies
- Arranges purchases and maintains medical/office equipment and supplies.
- Sorts and reviews mail.
- Assists with facility management.
- Handles urgent requests and immediate needs in the absence of the senior leaders and managers.
- Assists with public and staff focused special events.
- Assists with provider new hire orientation including site tour and safety tour, provider profile introduction, shadowing and mentoring
- Manage site office and conference room space availability
- Establish rapport with all vendors
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Physical Effort/ Environment:
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- This role is performed onsite at a Thundermist location.
- Position requires extensive computer use. Must be able to sit for long periods of time, and at times, lift packages of up to 30 pounds. Occasional travel to pick up or deliver correspondence/packages. Must be familiar with a typewriter, copy machine, fax machine, postage meter, and a multiple incoming line telephone.
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Work Schedule Demands:
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- Full time position, typical schedule would be weekdays, normal business hours. Extended schedule required during special projects, events, etc.
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Communication Skills:
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- Must possess good oral communication skills, telephone skills, and written skills. Some writing is required including correspondence and interoffice communication.
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Confidentiality of Information:
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Thundermist is dedicated in securing the privacy and confidentiality of protected health information under the Health Insurance Portability and Accountability Act. It is the responsibility of all employees to comply to state and federal guidelines in accessing sensitive information. Will have access to agency information and must be kept confidential.
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