Administrative Assistant -- Ft With Benefits!

The Administrative Assistant is responsible for providing general administrative support to regional offices through the implementation of administrative systems, procedures, and policies, and monitoring administrative projects.

Essential Duties and Responsibilities

General Administration:

• Provides front desk service by greeting, screening, and directing callers and visitors, and providing information and/or assistance to those inquiring about services and resources.
• Performs various clerical duties such as making copies, proofreading and editing, taking minutes, and gathering materials and completing room set-up for meetings.
• Makes arrangements for on and off-site events including reserving meeting space, arranging food purchase and delivery, arranging and/or overseeing set up and clean up, etc.
• Maintains office supplies and inventory as required, and purchases or submits orders for all business needs in accordance with budgetary guidelines and company policies and procedures
• Completes expense reporting and processes invoices per accounting system
• Coordinates ongoing operations with property management, equipment leasing companies, utilities companies and IT as needed.
• Sorts and distributes mail and maintains reception area materials and resources
• Maintains cleanliness and order in all common areas of the office and ensures maintenance needs are addressed, in coordination with custodial staff, property management staff and/or landlord

Data Collection and Management:

• Collects staff and client information and enters data into electronic records, applicant tracking, and client management systems
• Manages physical and electronic document storage and ensures adherence to HIPAA requirements by following standardized filing procedures and scanning and uploading documents into electronic record and data management systems.
• Generates and tracks electronic or hard copy mailings to stakeholders or stakeholder groups

Onboarding and Offboarding Activities:

• Supports onboarding activities by directing job applicants to application portals, informing applicants of process, conducting initial phone screening and completing employee qualification verifications
• Schedules on-site interviews with regional staff and applicants and sends appropriate correspondence to all parties
• Coordinates schedule for on and off-site trainings, and sends correspondence to all attendees, supervisors, and training facilitators
• Supports offboarding activities by collecting and tracking all ASNC equipment, keys and other property in coordination with management and IT department
• Serves as liaison between administrative staff and other parties in the central office and local staff for information related to general office administration
• Performs other ADMINISTRATIVE ASSISTANT duties as requested

Relevant administrative experience OR ability to demonstrate all necessary skills.