Bilingual Administrative Assistant, Executive Support
Pediatrics
The Bilingual Administrative Assistant, Executive Support will :
- Receive telephone calls for the department.
- Determine urgency and dispatches requests to appropriate personnel; takes accurate messages in accordance with established department procedures.
- Assist Department Director in managing and maintaining the department’s expenditure reports
- Obtain invoices, create vouchers and makes request for necessary signatures
- Send signed copy through interoffice mail to Accounts Payable and email signed copy to necessary financial team (Accounts Payable, Finance and Dept. Chair).
- Keep electronic copies of all transactions organized with accordance with department policy.Works Practice Coordinator when quarterly reports are due.
- Acts as timekeeper and monitors all requests for time off, as a backup.
- Keep electronic copies of all requests organized for easy reporting and review.
- Receive, process and distribute department mail, including outgoing mail
- Operate standard office machines to efficiently perform duties (. : phones, computers, scanner / fax / copier / printer, label makers,
- Greet and receive visitors in a courteous and professional manner.
Requirements :
- Ability to type, edit and proof business correspondence and prepare reports.
- Being proficient with the Microsoft Office Suite products (Word, Excel, Power Point, Outlook)
- Three (3) years related secretarial work experience including arranging meetings and conferences.
- Must be able to accurately and efficiently record and type dictation involving a normal range of business vocabulary or a limited and recurring range of special terminology.
- Spanish / English bilingual strongly preferred
- Administrative support experience coordinating events, interviews, meetings
- Excellent interpersonal skills
Grade 116
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