Administrative Assistant

2 weeks ago

Saint Paul, United States Meridian Behavioral Health Full time
Job DescriptionJob Description

Job purpose

The role of the Administrative Assistant is to manage front desk responsibilities, support efficient and timely operations of the facility by providing a broad range of administrative and staff support services in order to support and enhance the work of the Meridian Behavioral Health organization.

Duties and responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

  • Answers, screens and directs telephone calls, with focus on timely, knowledgeable, professional and customer service-oriented response to all calls
  • Provides administrative support to departments on an as needed basis; support may include data input/tracking, report generation, filing, special mailings and special projects
  • Performs back-up administrative duties for executive management as requested; composes correspondence and other related materials
  • Opens and distributes mail; initiates daily check deposits based on checks received via mail
  • Coordinates with Resource Center to obtain or update identification badges for employees
  • Schedules meetings
  • Coordinates or assists in planning and coordination and registration of conferences, events and activities, both internal and external
  • Prints and assembles informational and/or instructional packets/materials and training manuals; completes Policy and Procedure Manual updates
  • Operates personal computer to access e-mail, electronic calendars and other support software
  • Interfaces routinely with management and field personnel; serves as point of contact for facilities and personnel, insuring a high level of internal service
  • Performs additional administrative functions as needed to assist in and to support the growth and development of the company
  • Proactively and independently monitors operations and seeks avenues for improved administrative efficiency to ensure Company requirements are sufficiently met on a daily basis; cooperatively works with leadership staff in coordinating efforts, service and knowledge to maximize organization and professionalism

Qualifications Required to Perform Essential Job Functions:

  • High School diploma; Associate degree or college coursework highly preferred
  • 5-7 years solid general office and administrative experience, with some accounting/bookkeeping experience helpful, but not required

Required Skills, Knowledge and Ability

  • Self-directed, able to take initiative and exercise independent judgment
  • Ability to problem solve and independently offer solutions and recommendations to administrative and office/operations problems
  • Resourceful with ability to work either in a team environment, or autonomously, with little or no supervision
  • Excellent organizational skills with flexibility in handling assignments; ability to manage and prioritize multiple tasks, projects and deadlines simultaneously
  • Disciplined accuracy, timeliness and excellent follow-up skills are essential
  • Willingness and ability to develop working knowledge of Meridian Behavioral Health business and facilities in support of the position and Company goals and initiatives
  • Mature judgment and ability to handle sensitive and confidential information
  • Demonstrated proficiency utilizing a variety of software packages including the Microsoft Office suite of products (Word, Excel and PowerPoint); ability to learn and become proficient in other computer programs, including customized programs
  • Strong verbal skills and ability to communicate abstract concepts in a simple format.
  • Ability to communicate with a variety of people from diverse cultures, socioeconomic and educational backgrounds.
  • Strong knowledge of the 12 core functions.
  • Flexibility to meet a variety of changing priorities.
  • Computer skills to draft emails, memos, and reporting.

Physical Requirement

  • Hearing Ability to hear staff, incoming calls, and callers.
  • Vision Ability to see computer screen and written charts to document

outcomes and obtain data.

  • Speaking Ability to speak to staff and external customers.
  • Sitting Approximately 5-6 hours per day.
  • Standing Approximately 1-2 hours per day.

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