Administrative Assistant

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Job Summary

Under the direction of administrative or program management, Administrative Assistants provide general clerical and administrative support for an assigned location, program or office. Receives, handles and/or directs inquiries by phone, email or in-person, coordinates and arranges meetings and/or makes notifications and requests. Coordinates office and/or operational activities, which may include tracking, monitoring or compiling information, performing data entry, scanning, copying and/or collecting, filing and reconciling information and contacting internal or external parties.

In assignments at a site with a reception area, may greet and direct individuals upon arrival or dismissal and/or coordinate transportation-related needs. Key/Essential Functions & Responsibilities Performs a variety of clerical and administrative tasks on a regular or as needed basis (e.g. special projects, meetings, events, etc.), such as filing, copying, scanning and/or data entry; creating memos, lists, spreadsheets, presentations or other documents; and/or making notifications or inquires by email or phone. Answers and screens phone calls in a timely and professional manner, directing calls to appropriate parties, taking messages and/or handling inquiries.

Coordinates, schedules and/or confirms meetings including, but not limited to: securing conference rooms or other appropriate spaces for meetings, determining availability of attendees, creating or sending electronic invitations using Outlook calendar or other established systems; may prepare agendas and/or attend meetings to assist with set-up or take minutes, as requested. Liaises with internal departments and external stakeholders on behalf of supervisor or others as directed, making requests, coordinating, securing, monitoring and/or tracking location- or program-related needs such as maintenance issues, appointments, schedules and transportation.

Receives, sorts, prepares and/or distributes mail, packages and/or deliveries; replenishes, stocks and/or distributes supplies, as needed. Obtains, accesses and reviews documentation, in coordination with applicable staff; may assist with obtaining documentation from other internal or external sources including care managers, families, providers, government or oversight agencies and/or other internal departments by phone, email or in-person. Scans, saves, names/renames, uploads and/or maintains appropriate documentation in shared folders and other electronic systems (e.g.

Digital Agency, Salesforce, etc.) on behalf of managers or supervisor, in accordance with applicable policies and procedures, as directed. Performs data entry in electronic systems and/or completes forms or other documents by entering information from receipts, records, statements, applications or other sources and updates and maintains referral-related data and documents in electronic…

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