Office Assistant - Courier

Job Title:Office Assistant/Courier
Department:Administration/Support Services
Location: San Antonio, Texas (on site)
Reports To:Director, Administrative Services
FLSA Status: Non-exempt
Summary of Position:
Provides complete confidential, professional support to the Administrative Office, including the Leadership Team, under the direction of the Director, Administrative Services. Uses independent judgment and initiative to complete a variety of tasks, including coordination of appointments and meetings and preparation of presentation materials. Responsible for daily and ad hoc courier rounds.
Job Responsibilities:
Provides administrative support to the STRG Leadership Team:

• Assumes a significant role in assisting the STRG Leadership Team with time management through efficient workflow organization and scheduling, consistent with organizational priorities
• Occasionally provides word processing for the Leadership Team, including typing memos, letters, reports, agendas, etc. from dictation or independently composing correspondence as warranted. Creates tables, spreadsheets, organizational charts, presentations, databases, and other types of material as needed. The incumbent proofreads documents for accuracy prior to submission for signature/approval
• Assures confidentiality and discretion in all contacts with internal staff and external constituents, utilizing a high degree of professionalism, good judgment and diplomacy
• Responsible for incoming mail sort and distribution, following internal policies & controls
• Serves visitors by greeting, welcoming and directing them appropriately
• Directs visitors by maintaining employee and department directories
• Handles and routes incoming calls and assists accordingly providing excellent customer service

• Completes special or seasonal assignments/requests in a timely and accurate manner

• Accepts assignments to many unique, routine and/or special requests. Projects may be requested by members of the leadership team, with final approval by Director or CEO.
• Establishes and maintains planning calendars and timelines to ensure special projects are completed in a timely manner, as directed/needed
• Maintain strict confidentiality of patient protected information
• Responsible for document retention data entry tracking and coordination of document shredding schedule/pickup
• Acts as point of contact for certified mail/deliveries requiring signature, to include subpoenas (must adhere to internal policies regarding steps/processes/appropriate notifications)
• Responsible for reception area tidiness
• Responsible for processing of archived documents for shredding, as directed
• Responsible for daily "office rounds" to ensure copiers have paper, shredders are emptied/have bags, breakroom supplies are stocked (including paper towel dispenser).
• Responsible for weekly "check" of storage area to ensure tidiness, archived documents are stored correctly and/or disposed of timely
• Will perform daily courier duties, to include daily post office/hospital/bank rounds and ad hoc delivery requests (legal documents, supply runs, holiday deliveries, FedEx drop offs).
• Responsible for inventory, ordering, distribution of office supplies, to include delivering cases of paper to office copiers.
• Responsible for daily posting, supply ordering and requesting maintenance of postage meter. Will work collaboratively with accounting on postage meter needs.
• Responsible for ordering, picking up break room/employee/physician supplies
• Responsible for weekly "deep clean" of Employee Break Room (wipe out microwaves, clean sink, wipe tables/counters/refrigerator surfaces
• Acts as backup for Building Maintenance Requests submission
• Acts as "second" Fire Marshall, assisting Director regarding office evacuation for fire drills, etc.
• Responsible for review and distribution of incoming documents via Executive Fax
• Responsible for set up and breakdown for holiday/office celebrations (table/chairs set up)
• Performs other duties as required/assigned, as directed by Director and/or CEO

Supervisory Responsibilities: None
Experience / Skill Requirements:

• Must have demonstrated ability to manage multiple projects simultaneously, positively handle contacts with the public, effectively coordinate and maintain workflow systems that accommodate rapidly changing priorities
• Must be adept at using software for word processing, spreadsheets, graphics, etc. (ex.: MS Outlook, Word, PowerPoint, Excel, and Visio)
• Must be resourceful with various software and hardware technology to maintain office needs and resolve basic operation issues within the Administrative office
• Excellent written, verbal, presentation and interpersonal skills
• Able to work in a fast-paced collaborative but collegiate environment while maintaining duties
• Exceptional Customer Service
• Problem solving and decision making

Education: High School Diploma or GED
Attendance / Work Schedule:
Maintaining and satisfying minimum attendance requirements is an essential function of this position, including working all full-time regular hours as established for this position and scheduled or emergency overtime. Full-time regular hours are defined as Monday through Friday, with after-hours or weekends as required. All employees in this job classification are required to satisfy this requirement. This job classification does not include "light duty" work or allow unpredictable or unrestricted absences.