Administrative Assistant for Care Management Services

Responsible for

• Performs administrative duties such as typing memos, correspondence, reports, and other documents as directed by supervisor
• Sends, receives, and distributes faxes and emails as appropriate
• Mails materials using various methods and services as directed
• Prints, distributes, and makes revisions to forms or other documents as directed
• Affords administrative support to the leadership team as directed by the Administrator of Care Management Services
• Affords administrative support to the leadership team as assigned

Essential Duties And Responsibilities

• Processes job applications which includes references checks, background checks, licensure/registration verification etc., as necessary
• Affords event planning including travel arrangements and reservations for staff as requested
• Affords administrative support to the leadership team as assigned
• Produces the organization’s newsletter by compiling information and articles submitted by others
• Creates and maintains monthly calendar, meeting agendas and action plans and distributes as directed by supervisor
• Orders supplies as needed. Includes but not limited to office supplies, toiletries, refreshments and community education supplies
• Provides reception service (information, beverages, and assistance) to visitors, sales representatives, etc.
• Courteously and professionally answers and redirects all incoming calls
• Maintains filing system in an efficient and organized manner
• Maintains and distributes staff contact information
• Ensures timely notification of upcoming project and assignment due dates for leadership team
• Records minutes of staff and other meetings as directed by supervisor
• Reports corporate compliance concerns appropriately
• Reports work time and business expenses in accordance with organizational guidelines
• Maintains work areas in an organized manner
• Attends staff meetings, in-services seminars and workshops as directed by supervisor
• Promotes the image and reputation of the System by exhibiting servant leadership and providing direct and open lines of communication
• Contributes to the work of committees, workgroups, project management, and other collaborative efforts of the System
• Performs other duties as necessary to ensure the success of the System

Skills And Abilities

• Knowledge of personal computers and the ability to operate Microsoft applications to include Word, Excel, Power Point, Access and Outlook
• Thorough knowledge, adherence and enforcement of current regulations, as well as Care Management Services Operational guidelines and best practices as related to the operations of the SOURCE Program and Care Management Services guidelines
• Thorough knowledge, adherence and enforcement of the System’s personnel guidelines
• Maintains constructive working relationships by communicating and interacting effectively with supervisors, organizational leadership, peers and individuals inside and outside the Organization, in a positive, professional and respectful manner
• Demonstrates good judgment and decision making
• Manages multiple deadlines with demonstrated flexibility in working with changing priorities
• Presents a positive image of the organization and communicates guiding principles, mission, vision and values
• Completes work in a timely, accurate, efficient and thorough manner and is conscientious about assignments/responsibilities; ability to organize and prioritize responsibilities and assignments
• Exceptional computer skills, good organizing and planning skills
• Able to deliver excellent customer service, externally and internally
• Able to react effectively and calmly in emergencies
• Able to maintain customer confidentiality
• Managing multiple deadlines with demonstrated flexibility in working with changing priorities
• Able to react effectively and calmly in emergencies situations

Qualifications

• High School Diploma or GED equivalent