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Administrative Assistant

3 months ago

Savannah, United States Gateway CSB PEO LLC Full time
Job DescriptionJob Description

Job Summary: Provides administrative, clerical, and secretarial functions in support of a department. Duties include drafting basic correspondence, answering telephones, providing information to callers, scheduling appointments, etc.

  1. Ordering patient care supplies (except medical)
  2. Check in all trucks and confirm order
  3. Restocking supplies
  4. Weekly inventory of all supplies including linens
  5. Chart audits
  6. Maintain conference rooms (arranging appropriately for any upcoming meeting)
  7. Sysco truck check-in within 15 minutes of delivery (CCS will be responsible if able to come off of the unit and still remain in the appropriate ratio)

In summary, the administrative assistant is responsible for all of the ordering (except medical), restocking, checking trucks in and putting away the deliveries for all deliveries except medical. Duties, responsibilities and activities may change at any time, with or without notice.

Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Greets persons entering program, determines nature and purpose of visit, and directs or escorts them to specific destinations.
  • Uses agency specific computer application software to schedule appointments with consumers.
  • Follows agency protocol for tasks such as data entry/maintenance.
  • Collects fees for services for program.
  • Uses independent judgment and initiative to perform clerical duties in support of the behavioral health unit/IDD department; i.e. copying/distributing documents and materials, maintaining record-keeping and filing systems, etc.
  • Completes forms in accordance with organizational procedures.
  • Uses Microsoft Office and composes, types, and distributes meeting notes, routine correspondence, and reports.
  • May purchase and maintain supplies and/or stock items.
  • Opens, reads, routes, and distributes incoming mail, email and other materials.
  • Answers telephone and gives information to callers, take messages, or transfers calls to appropriate individuals.
  • Maintains confidential information
  • Prepares and disseminates pertinent reports to appropriate individuals
  • Composes, types, and distributes meeting notes, routine correspondence, and reports.
  • Maintain personnel and administrative files in an orderly manner.
  • Take minutes at monthly staff meeting and maintain in appropriate file.
  • Performs job responsibilities with minimal supervision.

Teamwork and Cooperation

  • Cooperates with others to accomplish common goals; works with employees within and across her department to achieve shared goals;
  • Treats other with dignity and respect and maintains a friendly demeanor;
  • Values the contributions of others.
  • Maintains focus on Agency goals and mission.

Required Knowledge & Skills

Knowledge of general office procedures including typing, filing etc.
Knowledge of agency and departmental policies and procedures.
Knowledge of office software i.e. Microsoft Office.
Knowledge of the Open Records Act.
Knowledge of agency confidentiality policies.
Knowledge of agency specific forms.
Knowledge of scheduling software.
Knowledge of departmental needs.
Knowledge of agency and state specific software.
Ability to communicate effectively, both orally and in writing.
Ability to answer telephone, direct calls and take messages.
Ability to assist and answer staff questions.
Ability to open, sort and route incoming mail, answers correspondence and prepare outgoing mail.
Ability to determine the customers’ issues and handle accordingly.
Ability to make decisions with regard to job assignments and manage office workload.
Ability to greet the public and work well with others.
Ability to work with little or no direction.
Ability to prioritize duties and meet deadlines.
Ability to maintain filing system.
Ability to interpret policies and procedures.
Ability to compose correspondence that is both concise and professional.
Ability to organize data into report format.
Ability to check reports for accuracy.
Ability to prepare agency specific forms.
Ability to type at a proficient level and speed.
Ability to maintain files and records.
Ability to prepare agency specific reports.
Ability to use scheduling software.
Ability to implement plans for improvement.
Ability to troubleshoot office equipment.
Ability to remain current of departmental policies and procedures.

Competencies:

  1. Decision Making
  2. Organizational Skills
  3. Results Driven
  4. Problem Solving
  5. Customer Service
  6. Ethical Conduct
  7. Cooperation and Collaboration
  8. Accountability
  9. Financial Awareness


Required Education & Experience: One year related experience OR One year at the lower level or position equivalent.

Supervisory Responsibilities: None

Work Environment: This job involves General office environment. Some minor travel may be required.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Employee is frequently required to walk, sit, stand or kneel and occasionally required to climb or balance and stoop. Employee must frequently lift and/or move up to 15 pounds. Must have the ability to sit for long periods of time at a computer. Employee frequently uses fine hand/eye coordination, hearing and visual acuity. Lighting and temperature are adequate, and there are not hazardous or unpleasant condition caused by noise, dust, etc. Employee must be able to travel between Gateway sites. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Gateway BHS promotes a drug/alcohol free work environment through the use of mandatory pre-employment drug testing.


M-F 8-5