Administrative Assistant

 The Administrative Assistant supports the administration office, to ensure efficient daily operations. This role involves handling confidential and time-sensitive materials and requires a high level of accuracy, professionalism, and timeliness. 

 Administrative Duties and Responsibilities

· Provide general administrative support to ensure smooth office operations.

· Assist / Plan luncheons and other team building events for admin staff

· Answer and route phone calls; take messages as needed.

· Pick up, sort, and deliver daily mail.

· Make travel arrangements for staff, including booking flights, hotels, and transportation for trainings or conferences.

· Communicate professionally via phone, email, Microsoft teams and mail.

· Greet visitors

· Assist with filing, faxing, scanning, mailing, data entry, and obtaining signatures.

· Cross-train to support other administrative departments as needed.

· Run miscellaneous errands as assigned.

· Perform other duties and responsibilities as assigned.

Knowledge, Skills, and Abilities

· Ability to maintain confidentiality of sensitive information.

· Strong customer service skills and professional demeanor.

· High attention to detail in all tasks.

· Ability to follow oral and written instructions.

· Effective verbal and written communication skills.

· Ability to work independently, take initiative, multitask, and prioritize.

· Proficiency in Microsoft Word, Excel, Outlook, Adobe Acrobat.

· Ability to operate office equipment and multi-line phone systems.

Credentials and Experience

· High school diploma or equivalent.

· Basic computer knowledge and experience with Microsoft Office Suite.

Preferred:

· Experience in office, reception, or data entry roles.

· Associate’s degree in business, communication, project management, interdisciplinary studies, or related field.

· Bilingual in English and Spanish.

Supplementary Information

Must be able to lift/move more than 25 pounds. Requires sitting, bending, stooping, walking, and stretching for extended periods. May involve working under stressful conditions or irregular hours. Requires manual dexterity, eye-hand coordination, and a range of body motion. Occasional exposure to communicable diseases, body fluids, toxic substances, and medicinal preparations common in a clinic environment. Must be able to work in a moderately noisy environment. Vision requirements include close, distance, color, peripheral, depth perception, and ability to adjust focus.

The above information is intended to describe the most important aspects of the job. It is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required in order to perform the work. The health center reserves the right to revise or changed job duties and responsibilities as the business need arises. Additionally, this job description is not intended as an employment contract, implied or otherwise, and the Center continues to maintain its status as an atwill employer. If the essential functions of this position cannot be performed in a satisfactory manner by the employee, reasonable accommodations may be made.