Administrative Assistant
Job Summary:
The Administrative Assistant is responsible for the execution of the proficient work executed by the Executive Director, maintaining proper lines of communication between the Corporate Office and the various Departments of the center.
Qualifications and Requirements:
Education:
- High school diploma required.
Experience:
- Two (2) years experience as and administrative assistant required and one or more years experience in a long-term care facility is preferred.
Skills and Knowledge:
This position requires:
Mental Skills:
- Reading-complex; writing-complex; repetition; clerical; analyzing; perception/comprehension; judgment; decision-making; socialization; attention to detail; communication/poise.
Interpersonal Skills:
- Demonstrates active listening techniques; gains support through effective relationships; treats others with dignity and respect; seeks feedback.
Leadership Skills:
- Demonstrates willingness to try new tasks, generates new ideas for change, evaluates and recognized priorities; challenges others to learn; keeps current and integrates new information; communicates and models organization values; fosters high performance.
Physical Demands and Working Conditions:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with ADA requirements, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Work Environment:
Employee must be able to work effectively within an interdisciplinary team model, interfacing and collaborating with a wide range of clinical and social services disciplines who work together to manage the PACE participants’ care. The work setting is in an Adult Day Health Center and primary care clinic environment with moderate noise levels and controlled temperatures.
Physical Requirements:
Requires manual and finger dexterity and eye-hand coordination; the ability to use department equipment; and the ability to lift/carry up to 30 pounds using appropriate body mechanics with reasonable accommodation if needed.
Visual, Hearing and Communication Requirements:
Requires corrected vision and hearing to normal range, with or without reasonable accommodation. Ability to communicate by way of the telephone with participants, customers, vendors and staff.
Pressure Factor:
Requires working under stressful conditions. Working conditions may be noisy and crowded and fluctuating indoor temperatures. Moderate pressure to meet scheduled deadlines. Potential for exposure to verbal aggression by client, vendors, and staff.
Environmental Conditions:
May be exposed to a risk of bodily injury through contact with moving instrumentation, toxic substances, medicinal preparations, bodily fluids, communicable diseases and any other conditions common in a healthcare environment. Subject to unpleasant odors.
Duties and Responsibilities:
- Types, transcribes and distributes all correspondence, including necessary files for letters, memos, forms, applications, etc. for the Executive Director and other staff as directed by Executive Director.
- Updates facility Policies and Procedures, Disaster Plan and Infection Control Manual as directed.
- Performs math, clerical functions and word processing.
- Coordinates and schedules meetings for the Executive Director and other staff as directed by Executive Director.
- Maintains and updates the Vendor and provider list for the PACE Organization.
- Ensures all outgoing mail is posted and mailed promptly.
- Pick up and deliver inter-departmental mail as necessary.
- Answers telephone when needed, served as back up for receptionist.
- Prepare contracts, signs and other documents, update lists and directories as needed.
- Prepare meeting announcements.
- Attend various meetings, take attendance, minutes and distribute minutes at meetings.
- Prepare and distribute manuals.
- Responsible for initiating and facilitating the contracting paperwork for vendors and provider. Responsible for tracking and monitoring the contracting process through completion.
- Responsible for maintaining all provider and vendor contracts and keeping them updated with all required CMS criteria and documents for all service providers.
- Under the direction of the Executive Director initiates, completes and updates the credentialing process for all contracted providers and services.
- Perform other duties as assigned.