Administrative Assistant

General Description

Under general supervision, provide clerical and secretarial support for the service area. Under supervision of the Area and Deputy Leads, assist in administrative duties. See Summary of Duties.

Minimum Qualifications (Education and Experience)

Completion of high school or GED plus at least one (1) year of office related experience. Or, successful completion of one (1) academic year of study above the high school level in a resident business or secretarial school, junior college or college.

Minimum Qualifications (Necessary Knowledge, Skills and Abilities)

Must:

• Have good written, verbal, and public communication skills;
• Have strong, efficient and detailed organizational skills;
• Have a working knowledge of computer programs including, word processing, spreadsheets, and the Internet;
• Understand and follow instructions;
• Be able to manage multiple tasks simultaneously; 
• Be able to work independently on a day-to-day basis;
• Work quickly and accurately under pressure - Meet deadlines;
• Have excellent interpersonal skills and maintain cooperative working relationships with clients, co-workers, administrators, and business
• partners;
• Interact professionally with the public/community;
• Be able to type accurately at a minimum rate of 40 wpm and tem-key;

• Follow office policies and procedures; 
• Maintain confidentiality of all records and information.

Special Qualifications

Must:

• Be able to pass a full background check and drug screening;
• Possess or be able to obtain a valid Utah Driver License at the time of employment;
• Be able to provide your own transportation; 
• Be able to lift 50 pounds and be able to perform strenuous activities requiring flexibility and stamina, and overall general good health;
• Have a flexible schedule and be available for scheduled work in the evenings and/or weekends and holidays as the job requires.

Summary of Duties 

• Help to keep the day-to-day operation of the reception area flowing smoothly (this will include opening up the office in the morning);
• Perform general office duties such as data entry, greeting/checking in clients, scheduling appointments, collecting payments, balancing deposits, and preparing office mailings;
• Perform filing, faxing, scanning, and creation of daily reports;
• Answer multi-line phones, respond to inquiries, and direct calls to various service areas;
• Maintain records, files, and registers according to standard operating procedures;
• Maintain inventories and other supplies.  Distribute material and supplies to staff;
• Attend all relevant training;
• Attend staff meetings and prepare meeting minutes when requested;
• Provide back-up support for other offices as needed including drug testing observation coverage for Behavioral Health Services;
• Manage daily intakes, discharges, and Electronic Health Record data;
• Coordinate with staff to address intake/discharge issues;
• Generate monthly and quarterly reports for the State and attend relevant meetings;
• Assist the Area Lead in overseeing yearly audits, surveys, grants, and fiscal reports;
• Apply for and monitor compliance and reporting for funding sources including grants;
• Respond to public health emergencies as required;
• Perform other duties as assigned.