Administrative Assistant-HC551301 - Institute for Community Living, Inc.
Brooklyn, NY
About the Job
Description
JOB SUMMARY:
The Administrative Assistant is responsible for all administrative paperwork, telephone reception, scheduling, ordering supplies, data entry and low level report preparation.
ESSENTIAL JOB FUNCTIONS:
+ Answer telephones and transfer to appropriate staff member.
+ Meet and greet new clients and visitors.
+ Create and modify documents or enter data using Microsoft Office and other company software.
+ Perform general clerical duties including but not limited to: photocopying, faxing, mailing, and filing.
+ Maintain hard copy and electronic filing systems.
+ Sign for and distribute UPS/Fed Ex/DHL packages.
+ Research, price, and recommend purchase of office furniture and supplies.
+ Coordinate and maintain records for staff office space, phones, parking, and facility keys.
+ Setup and coordinate meetings and conferences.
+ Collect and maintain PC inventory.
+ Support staff in assigned project-based work.
+ Provide office orientation for new employees.
+ Setup accommodations and food arrangements for facility visitors when assigned.
+ Comply with attendance and timekeeping rules and report reliably and regularly to work on an on-going basis.
+ Attend regularly scheduled staff meetings and supervision as well as in-service training and development activities.
+ Complies and promotes compliance with all applicable laws, regulations and agency policies helping to strengthenand maintain an ethical organizational culture.
+ Provide support to the health care team with wellness event planning and execution.
+ Provide support to the Program Director and SVP pertaining administrative aspects as requested.
+ Other assigned duties.
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITLES:
+ Basic knowledge of office processes
+ Basic knowledge of using office equipment (e.g. photocopy machine, personal computer, fax machine, typewriter)
+ Effective problem-solving skills
+ Effective interpersonal skills
+ Ability to work with diverse individuals
+ Ability to effectively and efficiently respond to questions from persons served
+ Ability to present information to persons served and other employees ·
+ Ability to serve as a role model to clients including modeling appropriate interpersonal interactions, appearance, demeanor Ability to effectively use computer software, especially Microsoft Office.
+ Willingness to continually learn and apply knowledge and willingness to participate in in-service training and development activities.
+ Ability to function as an effective team member, including performing share of work, cooperating with coworkers, and securing cooperation, and maintaining professional relationships and boundaries with co-workers, supervisors and residents
+ Ability to use sound judgment in identifying and solving problems, and knowing when to seek assistance.
+ Ability to learn, understand and comply with all regulations, policies and procedures.
+ Ability to organize time effectively to accomplish all tasks in a timely way and meet deadlines without prompting.
+ Ability to work independently, and to conform to all applicable safety and accountability measures.
QUALIFICATIONS AND EXPERIENCE:
High school diploma and two years’ experience, preferably in a medical office or health care environment. Experience with health care and wellness activities/services.
JOB SUMMARY:
The Administrative Assistant is responsible for all administrative paperwork, telephone reception, scheduling, ordering supplies, data entry and low level report preparation.
ESSENTIAL JOB FUNCTIONS:
+ Answer telephones and transfer to appropriate staff member.
+ Meet and greet new clients and visitors.
+ Create and modify documents or enter data using Microsoft Office and other company software.
+ Perform general clerical duties including but not limited to: photocopying, faxing, mailing, and filing.
+ Maintain hard copy and electronic filing systems.
+ Sign for and distribute UPS/Fed Ex/DHL packages.
+ Research, price, and recommend purchase of office furniture and supplies.
+ Coordinate and maintain records for staff office space, phones, parking, and facility keys.
+ Setup and coordinate meetings and conferences.
+ Collect and maintain PC inventory.
+ Support staff in assigned project-based work.
+ Provide office orientation for new employees.
+ Setup accommodations and food arrangements for facility visitors when assigned.
+ Comply with attendance and timekeeping rules and report reliably and regularly to work on an on-going basis.
+ Attend regularly scheduled staff meetings and supervision as well as in-service training and development activities.
+ Complies and promotes compliance with all applicable laws, regulations and agency policies helping to strengthenand maintain an ethical organizational culture.
+ Provide support to the health care team with wellness event planning and execution.
+ Provide support to the Program Director and SVP pertaining administrative aspects as requested.
+ Other assigned duties.
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITLES:
+ Basic knowledge of office processes
+ Basic knowledge of using office equipment (e.g. photocopy machine, personal computer, fax machine, typewriter)
+ Effective problem-solving skills
+ Effective interpersonal skills
+ Ability to work with diverse individuals
+ Ability to effectively and efficiently respond to questions from persons served
+ Ability to present information to persons served and other employees ·
+ Ability to serve as a role model to clients including modeling appropriate interpersonal interactions, appearance, demeanor Ability to effectively use computer software, especially Microsoft Office.
+ Willingness to continually learn and apply knowledge and willingness to participate in in-service training and development activities.
+ Ability to function as an effective team member, including performing share of work, cooperating with coworkers, and securing cooperation, and maintaining professional relationships and boundaries with co-workers, supervisors and residents
+ Ability to use sound judgment in identifying and solving problems, and knowing when to seek assistance.
+ Ability to learn, understand and comply with all regulations, policies and procedures.
+ Ability to organize time effectively to accomplish all tasks in a timely way and meet deadlines without prompting.
+ Ability to work independently, and to conform to all applicable safety and accountability measures.
QUALIFICATIONS AND EXPERIENCE:
High school diploma and two years’ experience, preferably in a medical office or health care environment. Experience with health care and wellness activities/services.
Source : Institute for Community Living, Inc.