Administrative Assistant I

About the Role

The Administrative Assistant provides administrative support and demonstrates initiative, resourcefulness, and problem-solving skills. This role applies detailed knowledge of department responsibilities and functions to organize and prioritize projects and related duties. The schedule is flexible and may require some evenings and weekends.

Responsibilities

• Prepares correspondence, reports, agendas, and spreadsheets
• Arranges appointments, conferences, and travel
• Coordinates meetings, takes meeting minutes, and maintains files
• Performs general office duties: filing, faxing, photocopying, and ordering office supplies
• Manages multiple calendars
• Interacts effectively with Directors, Managers, patients, internal staff, and representatives of public agencies and businesses
• Handles phones, assists visitors, and interacts with vendors
• Prepares expense reports and presentations
• Plans and coordinates multiple projects for completion
• Handles all incoming/outgoing correspondence for the department
• Maintains a positive working relationship with staff
• Performs other duties as assigned by supervisor/Manager

Requirements

• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Excellent communication and customer service skills
• Bilingual (Spanish/English) preferred
• Ability to work as a team player and independently
• Reliable transportation; must be able to travel from facility to facility
• 10% travel outside the local area required

Qualifications

• A.A. degree in Business Administration or related field (experience may substitute for education)
• Excellent proofreading and grammar skills
• Minimum 2–3 years of administrative experience (high-level administrative support preferred)
• Commitment to the goals and philosophy of Northeast Community Clinic
• Valid state identification

Physical Requirements and Working Conditions

OSHA Category 3 – Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues are not a condition of employment. The work is mostly sedentary but requires regular communication, frequent use of repetitive motions, and the ability to move, remain stationary, push, pull, and lift up to 20 pounds (occasionally up to 40 pounds). Must possess mobility to work in standard office and clinic settings, use standard office/clinic equipment, maintain attention to detail despite interruptions, read printed materials, and use a computer. Requires stamina to communicate in person and over the telephone.