Administrative Assistant

About the role

Responsible for general clerical and administrative support for the Administrator.

Responsibilities

• Maintains productivity databases and prepares reports/graphs, weekly/monthly for administrator as requested or assigned.
• Attends meetings with Administrator to record and report minutes and ensure follow-up when necessary.
• Provide general clerical support for the Administrator.
• Establish and maintain filing system for general correspondence and information.
• Provide requested reports for Administrator and other management staff.
• Travels with Administrator as requested.
• Assist with scheduling, meeting preparation and agenda.
• Maintains tracking list of Administrator tasks.
• Assist in the maintenance of confidentiality of all information and materials related to administration.
• Provide input and clerical support for revision and development of company policies and procedures and manuals.
• Assist in the maintenance of the Administrative information system database.
• Maintain communication with administrator and administrative staff.
• Support the continuous improvement initiatives and be proactive in the identification of process improvement opportunities in the Administrative area.
• Assist in the development and implementation of the Administrative record keeping process and procedures.
• Assists with the processing of employee time sheets on a weekly basis.
• Files all relevant paperwork in patient charts.
• Puts together and maintains admission books for use in the admission of new patients.
• Acts as receptionist for front lobby area.
• Performs reference checks on all new employees for local office.
• Copies and distributes QPC newsletter bi-weekly to all employees.
• Orders office supplies and assists other offices with replenishing necessary forms.
• Assists in distributing paperwork and supplies to CNA’s, LPN’s, etc
• Maintains current directions to patient homes for HMA’s, CNA’s, and LPN’s.
• Maintains confidentiality of information related to business practices, business activities, and personnel.
• Attends inservices, seminars, or other meetings as assigned by the Administrator.
• Maintains a professional attitude when working with staff, fostering the team philosophy and team environment for all personnel.
• Does not allow personal affairs to interfere with scheduled work time.
• Maintains a professional appearance at all times.
• Provides proper notification and/or advanced notice of absence or tardiness without abuse.
• Participates willingly with special projects and/or overtime work when requested.

Qualifications

• Five years of secretarial experience.
• Computer experience with spreadsheets, databases, and word processing program.
• Excellent organizational skills.
• Excellent interpersonal and communication skills.