Under the supervision of the Facility Operations, the Administrative Assistant lI assists the Support Services Leadership Team by performing general routine office duties and special projects as assigned, following standard procedures and specific instructions. Supports the department in the collection and distribution of data; communications, tracking financials or preparation of reports associated with a project or task. The Administrative Assistant I also creates and maintains the department’s administrative files and interacts with all levels of the department as a source of information and coordination.
PRINCIPAL DUTIES AND RESPONSIBILITIES
* Indicates Essential Job Function – primary responsibilities an employee must perform, with or without reasonable accommodations. List up to six essential functions of the position, in order of importance, and the approximate time spent on each over the course of the year.
- Ensure complete and correct documentation of daily department activities through time records, work orders and purchase orders.
- Manage filing system of training records, sub contract data and maintenance records ensuring complete documentation and related materials.
- Assists in the preparation of the annual department budget. Produces monthly tracking reports to monitor department spending against budget.
- Assemble and maintain department reference information, material and equipment documents, building plans/drawings, vendor catalogs and outsourcing materials, in electronic and printed formats.
- Reviews and prepares invoices for processing charging them to the correct account number.
- Track use of consumable resources: housekeeping supplies, recycling and waste disposal, electricity, natural gas and water.
- Review and report on general interior and exterior property conditions at all sites, including grounds, building and department organization for cleanliness, safety and security.
- Assist in the creation and completion of education and training materials and policies and procedures for department and FC.
- Support department staff as needed in after-hours event coordination and general customer service and response.
- Assist outside contractors with FC policy compliance while on site.
- Support the Facilities Leadership Team and Department staff in the collection/distribution of data, communications, coordination of meetings and materials, tracking financials or preparation of reports associated with a project or task.
- Work collaboratively within a team environment, effectively communicating with internal and external team members and in accordance with company objectives, policies and procedures.
- Display exceptional communication and customer service skills in daily email, phone, and face to face interaction with clinic staff, physicians and patients when providing information and services.
- Consistently returns phone calls, messages and email promptly. Is timely and responsive to meeting turnaround time for documents and requests that require a response.
- Maintains complete and accurate documentation.
Policies and Procedures
Observes the following FC policies and procedures including, but not limited to:
- Attendance
- Computer usage
- Observes scheduled working hours
- Telephone calls
- Parking
- Dress code
- Safety/OSHA/HIPAA/Compliance training
- Confidentiality
- Safety
High school diploma or general education degree (GED) is required; two years business or secretarial school preferred. A minimum of two years related experience is required.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge: Excellent computer skills with solid working knowledge of email software, word processing and spreadsheet software such as Microsoft Word and Excel. Must be able to create, read and interpret business correspondence, department budgets, procedure manuals and other documents related to Maintenance work.
- Skills: Excellent oral, interpersonal and written communication skills as well as documentation and organizational skills with an eye for accuracy and completeness. Must have exceptional customer service skills and a high regard for safety, quality and regulatory protocols, policies and procedures.
Job Types: Full-time, Part-time
Pay: $25.00 - $32.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- Weekends as needed
Education:
Experience:
- Admin Assistant: 2 years (Required)
Work Location: In person