Administrative Asst I

4 weeks ago

Reading, United States InVision Human Services Full time

POSITION OVERVIEW

Provides administrative support to assigned program/department. Completes general clerical duties such as word processing, filing, answering and routing telephone messages, scheduling, data entry, greeting visitors, distributing faxes and recording meeting notes. In addition, departmental duties such as reviewing payroll and expense reports, entering and monitoring compliance or training information, preparing billing and coordinating meetings, conferences and special projects may be assigned. Initiates correspondence and assembles highly confidential and sensitive information. Displays independent judgment required to plan, prioritize and organize diverse workload.

ESSENTIAL FUNCTIONS:

  • Anticipates and plans for the on-going needs of the Department/Program. Alerts Manager of important deadlines and time sensitive issues. Organizes activities such as meetings, trainings, and conferences.
  • Professionally answers and refers telephone calls or other inquires to ensure accurate and timely communications are facilitated. Takes responsibility for helping the caller and ensuring timely follow-up.
  • Creates and maintains effective interpersonal working relationships.
  • Works independently and within a team on special non-recurring and on-going projects at the request of the Manager.
  • Develops implements and maintains organizational systems to facilitate the retrieval of person supported and staff required data.
  • Monitors all required staff training and licensure information ensuring completion and compliance.
  • Opens and closes office.
  • Operates office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers
  • Completes work schedules, manages calendars, and arranges appointments
  • Writes, revises, edits, proofreads, and distributes, upon review and approval, departmental correspondence, reports, memos, letters, meeting minutes and project notes and drafts.
  • Provides all general clerical support, including but not limited to copying, faxing, word processing, sorting, filing, and record keeping.
  • Maintain and order office supplies while keeping mail and copy areas in an orderly fashion.

  • Completes data entry into all required programs including but not limited to Evolv, ChartMeds, UKG, Company mileage, Relias and alarem.com portal.

EDUCATION and/or EXPERIENCE:

Bachelor's degree from an accredited college or university, or high school diploma or general education degree (GED) with three years applicable work experience. Must possess excellent interpersonal skills to handle sensitive and confidential situations, as position continually requires demonstrated poise, tact, and diplomacy. Must be proficient with Microsoft Office Suite.

Other Requirements:

  • Ability to write reports and business correspondence.
  • Ability to comprehend and apply basic mathematical concepts
  • Competency in prioritizing multiple and competing projects

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to sit and talk or hear, use hands to finger, handle, or feel; and reach with hands/arms. The employee is occasionally required to stand; walk and lift and/or move up to 20 pounds.

All job requirements listed indicate the minimum level of knowledge, skills, and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform any job-related function as directed by their supervisor.

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