Administrative Assistant

Job Description:

Job Title: Administrative Assistant
Location: Springfield, Mo.
Department: Administration
Employment Type: Full-time
Shift: Monday - Friday 8:00 A.M. - 5:00 P.M.

Job Summary:

The Administrative Assistant is responsible for developing methods to improve efficiency, keep the office functional and maintaining an organized and pleasant working environment. The Administrative Assistant should be friendly, helpful and respectful to all who call or come into the facilities. The Administrative Assistant will serve as receptionist, when needed, and is responsible for maintaining records for the office.

The Administrative Assistant position offers…

• All-Inclusive Employee Benefits Package - A robust full-time employee benefits package encompassing health, dental, vision, retirement, disability, life insurance, wellness program, and more
• Telemedicine – 24/7 phone, web, or mobile app medical, behavioral health, & dermatology visits
• Employee Assistance Program – 24/7 counseling services, legal assistance, & financial consultation for you and your household at no cost
• Paid Time Off - 29 days per year including vacation & holiday pay
• Workplace Culture - An environment cultivating employee wellbeing, valuing each individual's humanity, and actively promoting healthy, joyful workforce engagement

Key Responsibilities:

• Demonstrates sensitivity and responsibility to management needs.
• Attends all mandatory meetings. Takes and maintains meeting minutes.
• Maintains and updates resource materials for service line staff.
• Completes general office duties, including mailing, filing, typing, and organizing, as needed.
• Answers telephone calls, relays messages, and communicates effectively with colleagues.
• Gathers, organizes, and summarizes information requested by supervisor, faculty, or staff to provide accurate data for meetings or conferences.
• Trains colleagues on the use of common office equipment.
• Manages meeting calendar(s).
• Selects and arranges meeting facilities, equipment, and meals for conferences and meetings.
• Greets and provides assistance to office visitors in a helpful manner.
• Treats all clients, families, colleagues, and stakeholders with respect and dignity.
• Acts as receptionist or back-up receptionist according to local schedule.
• Complies with HIPAA and confidentiality requirements.
• Maintains up-to-date lists of phone numbers, addresses, and colleagues.
• Assists with administrative record keeping. Enters data and completes required documentation.
• Distributes mail, messages, and correspondence to personnel.
• Orders office supplies and oversees equipment maintenance.
• Assists with general office upkeep and cleaning.
• Manages office/facility bills and invoices and maintains records, if applicable.
• Posts transactions to accounting records and Client Tracking database, if applicable.
• Ensures program service authorizations are current and properly filed, if applicable.
• Researches, prepares and enters invoices and issues maintenance/transportation checks, if applicable. 

Knowledge, Skills, and Abilities:

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 
• Ability to communicate effectively before groups of residents, employees of the organization, family members and other contacts in the community.
• The individual should possess strong customer service skills, have skilled computer knowledge (Word, Excel, internet platforms, other electronic media) and be able to communicate effectively and accurately in verbal and written form.
• Ability to apply logic and understanding to carry out instructions furnished in written, oral or diagram form. 
• Ability to deal with problems involving several concrete variables in standardized situations.

Experience and/or Education Qualifications:

• A high school diploma or equivalent certificate is required;
• An associate’s or bachelor's degree in an applicable field such as human resources or social services from an accredited institution is preferred.
• One to three years of experience providing clerical/administrative support or other
• applicable experience is preferred.
• Advanced skills in computing, including the use of data