Administrative Assistant Ii

Job Description:

GENERAL SUMMARY:

Under general supervision, provides secretarial and administrative support services such as composing correspondence, screening visitors and telephone inquiries, preparing reports and conducting special or on-going projects as assigned, and assisting the department head and management team in daily operations.

REPRESENTATIVE FUNCTIONS:

Prepares and/or formats or compiles a variety of departmental administrative and operational reports, statements, charts, statistics, proposals and presentations. Researches and obtains required data, determines appropriate tracking method in conjunction with manager, and develops processes for accurate maintenance and reporting of data, records and associated reports.

Receives and screens all internal and external telephone calls, visitors and vendors recording and/or relaying messages for the department head, managers and/or other department personnel. Responds to department specific inquiries concerning services offered or the administrative and daily operational activities of the department. Answers questions, referring to established policies and procedures, or by obtaining additional information from other resources.
Composes and formats a wide range of correspondence, including but not limited to letters, lists, forms, tables and charts which often are confidential in nature. Oversees appropriate methods and processes for internal and external distribution of correspondence/records. May record, type and distribute meeting minutes. Reviews, proofreads, and edits correspondence and reports for accuracy, grammar and compliance with procedures or instructions. May provide a variety of administrative support functions for various Corporate Committees.
Establishes, maintains, and revises record keeping and filing systems; classifies, sorts, and files correspondence, articles, records, and other department/operations related documents. Maintains department policy and procedure manuals including coordination and distribution of updates. Maintains department records including budgetary records and any required education, training, licensure/certifications, performance management documentation and review of weekly timesheet and processes as appropriate. Follow-ups with department personnel sending reminder notices and tracking the status of all required action items.

Provides daily operations support by ordering and maintaining regular and specialty item department supplies. Reviews and researches status of purchase orders, submits and tracks department supply and various vendor order expenses ensuring accurate account coding. Responsible for processing, researching and tracking department invoices and may reconcile the monthly department budget. Obtains and verifies appropriate approval signatures where required. May submit and coordinate work orders for employee telephone, computer, office resets, minor equipment/furniture installations, and coordinates general cleaning, repair or maintenance of department office space. May oversee appearance and compliance standards for common department areas including reception, storage and break/kitchen areas.

Oversees department specific special projects and assumes functional responsibilities as assigned. Coordinates with internal departments and/or vendors to review and obtain status updates, obtain and communicate information to the department(s) and monitor project deliverables.

Performs a variety of secretarial duties for the manager and/or department including opening, sorting, and distributing mail, preparing mailing lists and mass mailings, arranging and scheduling meetings, appointments and interviews. Completes travel arrangements, and maintains personal calendars for manager(s). Coordinates special department events/outings, including scheduling conference rooms and ordering special equipment or food.

Adheres to all Northwest Community Hospital standards, policies, and procedures.

SPECIAL SKILLS AND ABILITIES REQUIRED:

The analytical ability to gather and prepare accurate data and appropriately prepare reports.

The organizational skills to complete multiple tasks while remaining flexible, and to perform work assignments under minimal supervision despite distractions and interruptions.

A high level of interpersonal and communication skills to interact effectively with customers, hospital staff, physicians, vendors, patients and/or members of the community.

Ability to use independent judgment to complete tasks.

Ability to utilize various office support technologies (i.e. facsimile machine, paging systems, projectors, computer and audio-visual equipment, scheduling systems, etc.).

KNOWLEDGE, PRACTICAL EXPERIENCE AND LICENSURE/REGISTRATION REQUIRED:

The level of knowledge normally obtained through the completion of four years of high school or the equivalent including coursework in typing, transcription, and office management.

Three years of progressively responsible administrative office experience.

Proficient word processing and excel skills required.

Experience with Microsoft office preferred.

Overall Qualifications: