Administrative Assistant II

Description Purpose Provides support services to the CFO and CNO which includes all secretarial, clerical and receptionist functions. Essential Job Functions managing calendarsscheduling appointmentsanswering phone callsmanaging emailshandling incoming mailpreparing documentsmaintaining filescoordinating office logisticsproviding clerical supportensuring smooth office operations Responsibilities And Duties Calendar Management: Scheduling meetings, appointments, and managing calendars for executives or teams. Communication Management: Answering phone calls, responding to emails, and handling inquiries from clients and internal staff. Document Preparation: Drafting letters, reports, presentations, and other documents as needed. File Management: Maintaining accurate and organized physical and digital filing systems. Meeting Coordination: Arranging meeting rooms, preparing agendas, taking minutes, and distributing follow-up information. Travel Arrangements: Booking travel tickets, accommodations, and transportation Office Administration: Ordering office supplies, managing equipment maintenance, and coordinating office services Data Entry: Entering and updating information into databases and spreadsheets Reception Duties: Greeting visitors, directing them to the appropriate person, and managing the reception area Event Planning: Coordinating conferences, meetings, and special eventsCustomer Service Support: Answering customer inquiries and resolvingPrior Authorizations with Insurance Companies: Assist care coordinator with prior authorizationsCompliance Knowledge, Skills And Abilities - Competencies Medical Terminology: Ability to understand and utilize medical terminologyAdministrative PracticesBilling and InsuranceProblem Solving: Ability to critically think through a problem and determine the best course of action.Strong Organizational Skills: Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively.Attention to Detail: Meticulous focus on accuracy when handling data, documents, and information.Excellent Communication Skills: Clear and concise verbal and written communication to interact with various stakeholders.Proficiency in Microsoft Office Suite & other office software: Expertise in programs like Word, Excel, PowerPoint, and Outlook.Time Management Skills: Efficiently managing time to complete tasks within deadlines.Adaptability: Flexibility to handle changing priorities and unexpected situations.Interpersonal Skills: Building positive relationships with colleagues, clients, and visitors.Confidentiality: Maintaining discretion when handling sensitive information Requirements Position Specifications Education: High school graduation or equivalent Special Training: Keyboarding and computer experience; Dependent Adult/Child Abuse Mandatory Reporter Training within 6 months of employment Training Preferred: Medical terminology, spreadsheet applications, Prior Authorizations, and data base applications Experience: 1 year of experience preferred