General Job Description
Under general supervision, provides basic clerical and administrative support for the assigned managers and department. Duties are broad and will vary depending on assignment, but generally include data entry, filing, processing paperwork, coordination of meetings, supply ordering, basic report creation, and similar tasks. The Administrative Assistant I answers routine correspondence and works with confidential and sensitive information. Deals with a diverse group of customers, patients, and visitors as well as internal contacts at all levels of the organization.
Job Roles
- Acts as a liaison with other departments and internal and external customers (including patients, vendors, auditors and inspectors). Answers phones, emails, and walk-in visitors, answering routine questions and forwarding more complicated issues to appropriate person. Handles confidential and routine information.
- Performs general clerical tasks as assigned, which may include filing, processing paperwork, data entry, scanning/photocopying, and similar tasks.
- Performs other duties as assigned.
- Supports manager(s) and department with calendaring, scheduling, time card support, meeting organization and minutes, travel arrangements, and similar administrative support tasks.
- Types and designs general correspondences, memos, spreadsheets, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. Includes data entry and non-medical transcription.
- Works independently and within a team on special nonrecurring and ongoing projects, while developing project implementation and management skills.
Education/Certifications/Licenses/Registrations
- High School diploma or GED equivalent required.
- Or equivalent combination of education and experience that provides the skills, knowledge and ability to perform the essential job duties, and which meets any required state or federal certification requirements.
Experience/Specialized skills (including Language)
- Ability to exercise discretion and maintain confidential information.
- Ability to meet established deadlines.
- Ability to relate well with team members, coworkers, and other departmental staff.
- Ability to type 40 - 50 WPM; ability to accurately complete data entry at relatively high speed, utilizing grammar and spell check software.
- Basic skills in computer software and systems, specifically Microsoft Office.
- Bilingual English-Spanish may be required depending on assignment.
- Intermediate interpersonal and customer service skills.
- Intermediate knowledge of business English, including proper grammar, spelling, and punctuation.
- Intermediate organizational, time-management, accuracy, and prioritization skills.
- Intermediate written and verbal communication skills.
Physical Requirements/Working Environment
Bending (neck): RARELY (0-1 HRS)
Bending (waist): RARELY (0-1 HRS)
Carrying 0 - 10 lbs: FREQUENTLY (3 - 6 HRS)
Carrying 11 - 25 lbs: OCCASIONALLY (1 - 3 HRS)
Carrying 25 - 50 lbs: RARELY (0-1 HRS)
Carrying 51 - 75 lbs: NEVER
Carrying 75 lbs: NEVER
Climbing (ladder): NEVER
Climbing (stairs): RARELY (0-1 HRS)
Driving: To drive from one clinic or another, or in the community: NEVER
Exposure to blood borne pathogens and biohazards: NO
Exposure risk to aerosol-transmitted diseases-YES
Exposure to dust, gas, fumes, or chemicals: OFFICE SUPPLIES.
Fine manipulation: FREQUENTLY (3 - 6 HRS)
Kneeling: RARELY (0-1 HRS)
Lifting 0 - 10 lbs: FREQUENTLY (3 - 6 HRS)
Lifting 11 - 25 lbs: OCCASIONALLY (1 - 3 HRS)
Lifting 25 - 50 lbs: RARELY (0-1 HRS)
Lifting 51 - 75 lbs: NEVER
Lifting over 75 lbs: NEVER
Power Grasping: RARELY (0-1 HRS)
Pulling 0 - 10 lbs: FREQUENTLY (3 - 6 HRS)
Pulling 11 - 25 lbs: OCCASIONALLY (1 - 3 HRS)
Pulling 25 - 50 lbs: RARELY (0-1 HRS)
Pulling 51 - 75 lbs: NEVER
Pulling over 75 lbs: NEVER
Pushing 0 - 10 lbs: FREQUENTLY (3 - 6 HRS)
Pushing 11 - 25 lbs: OCCASIONALLY (1 - 3 HRS)
Pushing 25 - 50 lbs: RARELY (0-1 HRS)
Pushing 51 - 75 lbs: NEVER
Pushing over 75 lbs: NEVER
Reaching (above shoulder level): OCCASIONALLY (1 - 3 HRS)
Reaching (below shoulder level): OCCASIONALLY (1 - 3 HRS)
Repetitive use of hand: CONSTANTLY (6+ HRS)
Simple Grasping: FREQUENTLY (3 - 6 HRS)
Sitting: CONSTANTLY (6+ HRS)
Standing: FREQUENTLY (3 - 6 HRS)
Twisting: RARELY (0-1 HRS)
Use of Personal Protective Equipment: NO
Walking: FREQUENTLY (3 - 6 HRS)
Working around equipment and machinery: Office equipment
Ages of Patients Served: N/A