Administrative Office Assistant - Softwise Solutions

Job Details

Objectively restore stand-alone markets rather than enterprise-wide products. Uniquely underwhelm best-of-breed mindshare through adaptive niches. Seamlessly parallel task open-source content without resource sucking technology.

Job Context

Job Responsibility

  • The Administrative Assistant position is responsible for coordinating and maintaining the daily operations of support for the department and ensuring that accountable deadlines are met in a timely and professional manner
  • Responsibilities for this position include performing routine secretarial and administrative duties which include screening telephone calls; resolve routine inquiries
  • The Administrative Assistant position may schedule and maintain calendar of appointments, meetings and travel itineraries and coordinate related arrangements
  • This position may also be responsible for assisting with department payroll, maintaining financial records and facilitating communication between departments; may also prepare and distribute minutes of meetings
  • The Administrative Assistant position performs their tasks using mail services, telephone, e- mail accounts, photocopiers, and internet sources
  • This position operates a personal computer and appropriate software packages or its equivalent and assists in routine department activities
  • Receives and screens visitors and telephone calls in a professional and courteous manner and handles general inquiries
  • Takes complete messages with accurate date, time, name, number and information which includes determining the nature of each call and prioritizing
  • Maintains assigned calendar(s). Schedules/coordinates meetings, conferences and online conference calls, special events, appointments and travel arrangements and keeps leader(s) informed of schedule change prior to meeting or appointment
  • Provides contributions towards improvement of department scores for employee engagement on department scorecard, i.e. peer-to-peer accountability
  • Performs administrative tasks and duties specific to department being supported, which may include preparing complicated documents, maintaining databases, accessing information from databases in order to prepare reports, etc
  • Prepares and transcribes meeting minutes, correspondence, forms, reports, and other written communications as required
  • Is accountable for ensuring accuracy and completeness through attention to detail
  • Maintains department record systems to uphold accurate files
  • Independently prepares, with management review and approval, computer-generated slides and/or hand-outs for the department
  • Assists with the preparation and maintenance of department organizational charts and policy and procedures, ensuring most current documents are available for department leader(s) and staff
  • Performs basic data monitoring/maintenance for the department with minimal supervision
  • Ensures quality and timely execution of deliverables
  • Coordinates deadlines related to multiple deadlines including but not limited to reports and presentations
  • Participates in performance improvement activities to support department/entity goals
  • Uses resources efficiently; does not waste supplies
  • Maintains adequate copier/printer paper and toner, beverage and other inventory items as appropriate
  • Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime
  • Utilizes time efficiently and helps other team members
  • Initiates office equipment (copy machine, fax machine and printers, etc.)
  • Makes service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner
  • Assists with routine equipment troubleshooting such as paper jams, ink cartridge replacement, etc
  • Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs
  • Offers innovative solutions through participation in performance improvement projects and activities
  • Follows up on action items to ensure completion of assignments
  • This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned

Educational Requirement

High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)
Associate's degree required or additional two years of experience (in addition to the minimum experience requirements listed below) required in lieu of degree

Experience Requirement

Languages: English required. Spanish Required.
Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially regarding activities impacting patient or employee safety or security
Ability to effectively communicate with patients, physicians, and co-workers in a manner consistent with a customer service focus and application of positive language principles
Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment
Exhibits organizational and critical thinking skills
Possesses excellent customer service skills
Ability to operate basic office equipment
Demonstrates ability to work alone and with a team
Knowledge of Microsoft Office software programs, including Word, Excel, PowerPoint
Proficient in spelling, punctuation, grammar, and other English language skills

Additional Requirement

Others Benefits