Administrative Assistant

J  o  b    D  e  s  c  r  i  p  t  i  o  n

          Joy                         Care                      Competence                    Respect

Position Summary

The Administrative Assistant provides organizational and general administrative support to HSHS leaders.  The position facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks. 

Associates degree in business administration, communications or a related field is required.

High School Diploma or equivalent plus 3 years of administrative experience may be considered in lieu of education. 

1 year of clerical or administrative support experience is required. 

N/A

Excellent verbal and written communication skills.

Excellent interpersonal and customer service skills.

Excellent organizational skills and attention to detail.

Excellent time management skills with a proven ability to meet deadlines.

Proficient in Microsoft Office Suite.

Ability to work independently.

Schedules, maintains and prioritizes a calendar of appointments, meetings and travel.

Answers, screens and initiates telephone calls and greets visitors.  Resolves problems and appropriately prioritizes needs.

Creates, edits and proofreads documents, reports, memos and presentations.  Makes decisions on format layout and edits for accuracy and consistency.

Plans and organizes meetings, including scheduling, agenda preparation, audio-visual arrangements, catering and document development.

Establishes and maintains filing systems for records, files, and documentation. Maintains confidential materials and records.

Performs research and compiles and summarizes information from a variety of sources to support administrative needs.

Opens, reads, and prioritizes mail and department documents, initiating return correspondence as appropriate.

Operates and maintains office equipment (fax, printer, photocopier).

Records and distributes minutes or other records for meetings.

Coordinates and orders office supplies.

May provide support with various projects and requests.

Possess the information, skill, and understanding of the work to be performed.  Actively participates in continuing education opportunities and maintains certifications, licensure as appropriate.

Abides by all safety requirements including demonstrating proper hand hygiene and wearing of Personal Protective Equipment (PPE), if applicable. 

Complies with all standards, policies and procedures including dress code, attendance and punctuality.  Attends required in-services and meetings and completes all mandatory competencies by deadline. Commits to keeping all patient, student or colleague information confidential and maintains ongoing communication and collaboration with team members. 

The purpose of this job description is to provide a summary of the major responsibilities performed by colleagues in this position. Colleagues may be requested to perform tasks other than those specifically presented in this job description.  Variances in job duties performed may exist between facilities, and colleagues may perform other related duties as assigned to meet the needs of the organization.

PHYSICAL, MENTAL AND ENVIRONMENTAL REQUIREMENTS

Physical, Mental and Environmental Requirements Category:

Administrative

Standing

X

Walking

X

Sitting

X

Lifting

X

20 lbs.

Carrying

X

20 lbs.

Pushing

X

20 lbs.

Pulling

X

20 lbs.

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Use of Hands/Dexterity

X

Talking

X

Hearing

X

Eye/Hand/Foot Coordination

X

Extreme Cold

X

Extreme Heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Other