Administrative Assistant

2 days ago

Newark, United States System One Holdings, LLC Full time
Administrative Assistant

Rate: $16.48/hr

Hours: 5:30AM to 2:00PM

Location: Newark, NJ

Duration: 3-month contract, possible extension

Duties and Responsibilities:

The role of the Administrative Assistant is to provide quality administrative support to the Clinical Director to assist the clinical department with daily operational tasks that are aligned with company policies and procedures, state regulations and CARF accreditation standards.
  • Adhere to agency policy and procedures.
  • Act as role model within and outside the agency.
  • Performs required tasks of the role.
  • Maintain a positive and respectful attitude.
  • Communicates regularly with supervisor about department issues.
  • Demonstrates flexible and efficient time management and ability to prioritize workload.
  • Consistently report to work on time prepared to perform duties of position.
  • Meets department productivity standards.
  • Provide backup receptionist support inclusive of working at the switchboard and answering incoming calls, greeting callers, providing general information, transferring calls and/or taking messages, use paging and interoffice communication systems to notify employees of incoming telephone calls on an as-needed basis.
  • Cover card room in absence of Substance Abuse Assistant.
  • Meet and greet visitors and ensure hospitality during the visit.
  • Produce and distribute correspondence memos, letters, faxes, and forms.
  • Sort incoming/outgoing and prepare interoffice mail.
  • Take meeting minutes for department meetings as required.
  • Prepare/create digital forms for TLC-II/TLC-III as requested and needed.
  • Assist in the preparation of weekly, monthly, quarterly and annual reports required for state licensure, DEA requirements and CARF standards.
  • Manage Google Drive as required.
  • Assist in preparing for site audits as required.
  • Manage Policy drive and ensure updates are distributed accordingly as requested.
  • Assist in bus card distribution.
  • Complete monthly bus card circular report.
  • Responsible for ensuring organization announcements are posted in a timely manner and in accordance with Federal, State and local regulations.
  • Any other duties within the scope of administrative duties as required by the management.
Qualifications:
  • Bachelor's degree in business management/administration or public administration preferred.
  • 5 years of direct Administrative Assistant experience in a non-profit organization preferred.
  • Proficient in Microsoft Office, ADOBE and Google Suite.
  • Effective verbal and written communication.
Work Environment:
  • Environment demands and exposure to hazards: Normal work routine involves exposure to blood, bodily fluids, and tissue.
  • While performing the duties of this job, the employee is exposed to weather conditions prevalent to the time.
  • The noise level in the work environment is usually moderate.

Physical demands:
The physical demands described here are representative to those that must be met by an employee to
successfully perform the essential functions of this job.
Reasonable accommodation may be to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use
hands and fingers, handle, feel objects, tools or controls, reach with hands and arms, climb stairs,
balance, stoop, kneel, crouch, crawl, talk and hear. The employee must occasionally lift and/or move up
to 25 pounds.
Specific vision abilities required by the job include close vision distance vision peripheral vision, depth
perception, and the ability to adjust focus.

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