Administrative Assistant

Major Areas of Responsibility include but are not limited to :

Administrative Support

• Handles all incoming calls; greets visitors, patients and refers them to their appropriate internal departments and to other respective agencies.
• Performs routine clerical tasks such as sorting, opening and distributing mail, filing, photocopying, retrieving, entering and coding specific data into computer, taking and typing meeting minutes and correspondence.

Creates class / training flyers and brochures and outreach materials.

• Maintains inventory and orders office supplies.
• Develops and maintains filing systems and computer databases.
• Develops and maintains mailing lists, community resource list, health education materials.
• Attends all staff meetings, appropriate training and other agency meetings as assigned by supervisor.
• Other duties as assigned by supervisor.

Logistical Support

• Handles logistics for special events such as conferences, trainings and staffing tables at promotional events and health fairs.
• Schedules childcare workers for classes, and provides oversight and training as needed.
• Direct or coordinate the supportive services to meet inter-department needs.
• Coordinates management meetings and takes meeting minutes.
• Coordinates interviews for new candidates, prints copies of interview questions, and conducts reference checks.

Processing and Reporting

• Helps process internal / external personnel action forms (PAF's) as assigned by supervisor.
• Runs various special reports through ADP for all staff using excel, as well as cleaning up reports.
• Fills out and processes all incoming and outgoing invoices.
• Updates internal staff phone list.
• Processes work orders as assigned by supervisor.
• Other duties as assigned by supervisor.

Knowledge

• Advanced software skills in Microsoft office (Word, Excel, PowerPoint, Outlook) required, and graphic design preferred.
• Advanced internet research skills with an ability to analyze and evaluate situations, reach sound conclusions, and make appropriate recommendations to their supervisor.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Abilities

• Bilingual proficiency in English / Spanish is preferred
• Strong problem-solving skills
• Sufficient skill in typing to complete a minimum of 25-30 wpm.
• Ability to work and communicate with people from various ethnic, socio-economic, educational and life experiences
• Excellent organizational skills, pays thorough attention to detail, and is able to meet deadlines in a fast-paced work environment
• Ability to communicate clearly and articulately both written and orally
• Ability to work independently as well as be a team player
• Comfortable building close relationships with managers and doctors
• Demonstrate flexibility and ability to accept changes gracefully
• Ability to work across cultures and demonstrate support of diversity, equity and inclusion.

Other Certifications and Experience

• High school diploma / GED equivalent
• Bachelor's degree in Business and Administration is preferred
• 2 years of administrative experience-salary determined by years of experience
30+ days ago