Administrative Assistant to the Director of Plant Operations - Northlake Behavioral Health System

Administrative Assistant Job Description

Position Summary: The Administrative Assistant is responsible for Clerical duties consisting of incoming phone calls, taking messages, sending emails, and maintaining the Department calendar.  Management and updates of Policy and Procedure Manuals. Large Project Management.

Responsibilities:

·         Manage schedule and calendar with attention to accuracy and detail, including keeping Director informed of any changes and change requests

·         Use all computer programs relevant to the position to support development of correspondence, presentations, such as tracking and charting metrics, data entry and report generation in support of department, significant organizational group, or executive level management

·         Perform general administrative activities including screening and directing phone calls, filing as well as composing and typing general correspondence under limited direction.

·         Interface with external contacts and coordinate their visits to the site including setting up agendas, coordinating meeting rooms, and coordinating catering

·         Maintain confidentiality

·         Other duties as assigned by Director

Minimum Qualifications:

Education: High School Diploma or GED (Required) Bachelor’s Degree Preferred

Experience: Minimum of 3 years Administrative Assistant / Clerical experience.  Experience in Hospital setting strongly preferred. Typing required, 50-60 WPM, advanced proficiency in Microsoft Office Suite (including Word, Excel & PowerPoint) required. Strong Organizational skills required

Other: Ability to maintain information as highly confidential; basic fiscal management and time management skills; must be able to work independently and as part of a team.

HIPAA: Has access to all PHI necessary to perform job functions and assuring compliance with standards of care.

Work Demands/Environment:

Ability to stoop, lift, use fingers – for example pick, pinch, or type and grasp, ability to clearly and concisely express and exchange ideas via spoken word conveying detailed information to others accurately and on occasion quickly.  Ability to perceive the nature of sounds with no less than a 40 db loss @ Hz, 1000 Hz and 2000 Hz with or without correction; ability to receive detailed information through oral communication, and to make fine discriminations in sound.  Exerting up to 10 to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects or file boxes.  Ability to inspect written materials, computer terminal characters, and other similar objects at distances generally close to the eyes. Other duties as assigned by Supervisor, and willingness to provide assistance to other departments as needed with prior permission.  This is a minimum standard based on the criteria of accuracy and neatness of work.  The worker is subject to inside environmental conditions:  Protection from weather conditions but not necessarily from temperature changes.  Although inside work is the rule, it is required that the individual can travel.

Verification of Review – Acknowledgement