Administrative Assistant II

Purpose

Provides support services to the CFO and CNO which includes all secretarial, clerical and receptionist functions.

Essential Job Functions

• managing calendars
• scheduling appointments
• answering phone calls
• managing emails
• handling incoming mail
• preparing documents
• maintaining files
• coordinating office logistics
• providing clerical support
• ensuring smooth office operations

Responsibilities and Duties

• Calendar Management: Scheduling meetings, appointments, and managing calendars for executives or teams. 
• Communication Management: Answering phone calls, responding to emails, and handling inquiries from clients and internal staff. 
• Document Preparation: Drafting letters, reports, presentations, and other documents as needed. 
• File Management: Maintaining accurate and organized physical and digital filing systems. 
• Meeting Coordination: Arranging meeting rooms, preparing agendas, taking minutes, and distributing follow-up information. 
• Travel Arrangements: Booking travel tickets, accommodations, and transportation 
• Office Administration: Ordering office supplies, managing equipment maintenance, and coordinating office services 
• Data Entry: Entering and updating information into databases and spreadsheets 
• Reception Duties: Greeting visitors, directing them to the appropriate person, and managing the reception area 
• Event Planning: Coordinating conferences, meetings, and special events
• Customer Service Support: Answering customer inquiries and resolving
• Prior Authorizations with Insurance Companies: Assist care coordinator with prior authorizations
• Compliance

Knowledge, Skills and Abilities - Competencies

•  Medical Terminology: Ability to understand and utilize medical terminology
• Administrative Practices
• Billing and Insurance
• Problem Solving: Ability to critically think through a problem and determine the best course of action.
• Strong Organizational Skills: Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively.
• Attention to Detail: Meticulous focus on accuracy when handling data, documents, and information.
• Excellent Communication Skills: Clear and concise verbal and written communication to interact with various stakeholders.
• Proficiency in Microsoft Office Suite & other office software: Expertise in programs like Word, Excel, PowerPoint, and Outlook.
• Time Management Skills: Efficiently managing time to complete tasks within deadlines.
• Adaptability: Flexibility to handle changing priorities and unexpected situations.
• Interpersonal Skills: Building positive relationships with colleagues, clients, and visitors.
• Confidentiality: Maintaining discretion when handling sensitive information

Position Specifications

Education: High school graduation or equivalent

Special Training: Keyboarding and computer experience; Dependent Adult/Child Abuse Mandatory Reporter Training within 6 months of employment

Training Preferred: Medical terminology, spreadsheet applications, Prior Authorizations, and data base applications

Experience: 1 year of experience preferred