Administrative Assistant- Community Engagement

About the role

The Administrative Assistant supports the work of the department staff by performing a range of administrative and office duties including but not limited to: program-specific data entry and verification; creating spreadsheets from collected data; mailing and typing documents such as memos, letters, reports, correspondence, and administrative forms; participating in the development of program newsletters or other submittals; and organizing all logistics for meetings including meeting minutes. The position is also responsible for providing back up coverage for the company’s receptionist, as needed.

Responsibilities

• Compile, organize, analyze moderately complex information for inclusion in reports, budgets and presentations; prepare charts, graphs, or other presentations of varying complexity.
• Maintain data integrity with important member information and meet requirements of compliance standards.
• Create, organize, and maintain files and records; maintain data and related information on web-based data systems.
• Manage incoming department correspondence, ensuring all forms of information and documents are distributed timely and accurately.
• Proofread, revise and edit materials and be able to discern when to ask questions for clarification.
• Cook up, organize, and maintain files and records; maintain data and related information on web-based data systems.
• Coordinate conference and travel arrangements; schedule appointments and perform other duties related to maintaining one or more individual schedules.
• Coordinate the overall logistics for various committee meetings and ad hoc meetings, including compiling agendas, taking minutes, making photocopies, collating and mailing packets, scheduling a location, etc.
• Attend department, project and team meetings and prepare and distribute meeting minutes as needed.
• Accept, screen and route telephone calls; greet and direct visitors, as appropriate, concerning activities and operations of the department/South Country; provide backup coverage for the company’s receptionist, as needed.
• Resolve routine problems, answer general questions, and know when to escalate more complex issues.

Requirements

• A high school diploma or equivalent with a minimum of three years progressively more responsible administrative support experience.
• Proficiency in Microsoft Office, Adobe Acrobat, internet use and access, and operation of office equipment.
• A business administration or office management training in a business or vocational school is preferred.
• Health care experience in a related area such as clinic or other health professional office setting is preferred.

Qualifications

• High school diploma or equivalent with a minimum of three years progressively more responsible administrative support experience.
• Preferred: Business administration or office management training in a business or vocational school; Previous health care experience in related area, such as a clinic or other health professional office setting, county social services or public health, or health plan/HMO.
• Proficient in Microsoft Office Suite, Adobe Acrobat, internet use and access, and the operation of office equipment.
• Self-directed, highly organized and very detail oriented in completing assigned tasks.
• Able to adapt to changing work efforts and exercise judgment to shift priorities and organize multiple tasks simultaneously.
• Excellent communication skills - written, verbal and phone.
• Maintain confidential information.

Skills

• Proficient with Excel functions such as v-look up, mail merge, pivot tables and filtering/sorting.

Benefits

Comprehensive benefits: Medical, dental, vision, life insurance, short- and long-term disability, pension (PERA), and more. Work-life flexibility: This position has on-site expectations. Predictable pay growth: Structured step-based salary system for transparency and stability. The pay for this position ranges from $22.07 to $30.77 per hour. This pay range represents the hourly rate for all positions in the job grade. The actual salary offer will depend on a variety of factors including experience, education, and other relevant factors. Join us and be part of an organization that values community impact, employee well-being, and innovation. Must be legally authorized to work in the U.S. (No sponsorship available).

Pay

The pay for this position ranges from $22.07 to $30.77 per hour. This pay range represents the hourly rate for all positions in the job grade. The actual salary offer will depend on a variety of factors including experience, education, and other relevant factors.

Schedule

This position is on site at our offices in Medford, MN.