Administrative Assistant

Primary Purpose

Performs complex administrative office duties involving report generations, budgetary assistance, and completing special projects in order to provide secretarial services.

MINIMUM SPECIFICATIONS

Experience

• Must have three years of advanced secretarial experience.
• Prefer prior experience working with a Board of Managers.

Certification/Registration/Licensure

• Prefer certification as a Certified Professional Secretary (CPS).

Skills or Special Abilities

• Must have intermediate-level knowledge of Microsoft Word, Excel, & PowerPoint.
• Must have excellent vocabulary skills and a demonstrated ability in English and grammar.
• Must be able to compose correspondence independently.
• Must be familiar with the operations of standard office equipment and health care terminology.
• Must be able to write effectively
• Must be able to demonstrate good phone techniques and manners.
• Must be familiar with the assigned function's operations, policies and procedures.
• Must be able to use sound judgment in making complex decisions

Responsibilities

• Provides administrative assistant support to assigned personnel.
• Screens and routes telephone calls, receives and refers visitors, schedules appointments, takes messages, maintains appointment calendars, schedules and coordinates meetings, and makes travel arrangements.
• Organizes and maintains office files and records in accordance with internal procedures to provide timely and accurate information as needed.
• Identifies ways to improve work processes and improve customer, internal and/or external, satisfaction.
• Takes notes and/or meeting minutes that are technical and/or confidential in nature.
• Transcribes into final form ensuring that highly accurate information is documented.
• Maintains a positive working relationship with internal and external callers and coworkers to complete work efficiently.

Job Accountabilities

• Identifies ways to improve work processes and improve customer satisfaction. Makes recommendations to supervisor, implements, and monitors results as appropriate in support of the overall goals of the department and Parkland.
• Stays abreast of the latest developments, advancements, and trends in the field by attending seminars/workshops, reading professional journals, actively participating in professional organizations, and/or maintaining certification or licensure. Integrates knowledge gained into current work practices.
• Maintains knowledge of applicable rules, regulations, policies, laws and guidelines that impact the area. Develops effective internal controls designed to promote adherence with applicable laws, accreditation agency requirements, and federal, state, and private health plans. Seeks advice and guidance as needed to ensure proper understanding.