Administrative Assistant – Job Description

Department:   Administrative

Reports To:     Human Resources Director

FLSA Status:   Non-Exempt

Date Revised:  9/26/2017

 

Summary:  To perform a variety of administrative and staffing support duties for the agency.

 

Essential Duties and Responsibilities:

Greet visitors and route telephone calls.  Assist visitors as needed.

Accurately and confidentially file documents, letters, reports, medical information, employee records, etc.  Ensure records are current.

Assist managers to enter employee work schedules, track training, prepare correspondence, monitor staff performance, track medical appointments, etc.

Prepare spreadsheets, word documents, reports, meeting minutes, and other computer records.

Prepare bank reconciliations, expenditure reports and other fiscal reports.

Assist with payroll and other accounting functions.

Assist nurses and management to maintain up-to-date records and reports.

 

Supervisory Responsibilities: This job has no supervisory responsibilities.

 

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must be creative, have organizational skills, and the ability to effectively communicate.  The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Knowledge of word, excel, and other computer programs required.
  • Accounting skills required.

 

Education and/or Experience:  Associate’s degree (A.A.) or equivalent from two-year college or technical school; or two years related experience and/or training; or equivalent combination of education and experience.

 

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

 

Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

 

Reasoning Ability: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

 

Computer Skills: To perform this job successfully, an individual should have knowledge of database software; Internet software; Spreadsheet software and Word Processing software.

 

Driver’s Licenses and Proof of Insurance: A valid driver’s license, with less than 4 points, and proof of insurance are required for this position.

 

Certificates, Licenses, Registrations: None

 

Other Qualifications: This position requires reliable transportation, valid driver’s license, and proof of insurance, criminal background check, annual TB test, pre-employment and random drug testing, and travel. The position requires occasionally working evenings, weekends, and on-call.

 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear and taste or smell. The employee must be able to lift 25 pounds and occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

 

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; x-rays; extreme cold; extreme heat; risk of electrical shock; explosives; risk of radiation and vibration and frequently exposed to bloodborne pathogens and communicable diseases. The noise level in the work environment is usually moderate.