Administrative Assistant

Position Details: Mon- Fri, 9am-1pm, 20 hrs/week. 

SUMMARY

Performs general administrative office assignments, medical record keeping, and functions as a communications link to and within the health care unit as appropriate.

RESPONSIBILITIES AND DUTIES

• Processes correspondence in a timely and systematic manner
  • Receives notes and routes correspondence to the Administrator and other personnel within and outside the healthcare unit as appropriate 
  • Prepares and distributes out-going correspondence as directed
  • Distribute meeting minutes and action item lists to committee members and other personnel as required
• Accurately  compiles and prepares reports
  • Prepares payroll for exempt, non-exempt, and contracted employees as appropriate
  • Prepares clinical and operational reports for the Administrator and Medical Director
  • Records and transcribes minutes for committee meetings, as well as for other meetings, and prepares action item lists
  • Compiles projects and reports from other healthcare staff as assigned by the Administrator
• Classifies and files all documents to be maintained in the office in a retrievable system  
• Schedules meetings, appointments, and work assignments to meet or exceed deadlines
  • Notifies attendees
  • Schedules contract physician hours as requested by the Medical Director
  • Prepares the calendar to reflect scheduled events as necessary 
• Communicates effectively and demonstrates respect, concern, and courtesy in all interpersonal communications
  • Protects confidentiality of information in written and verbal communications
  • Facilitates communication between the Administrator and other healthcare personnel by providing information concerning procedures, reports, directives, and instructions in an accurate, concise, and timely manner
  • Interacts with correctional staff positively and cooperatively
• Maintains skills and continues professional development to enhance the operations and image of the organization
  • Attends in-service and continuing education to obtain and maintain skills as appropriate
  • Supports the change process to improve the organization and the healthcare unit
  • Accepts assignments and extra duties with flexibility and willingness to participate in activities that help the health care unit meet its goal
• Adheres to personnel policies to enhance the operation of the healthcare unit
  • Adheres to the attendance policy
  • Reports to work at the designated time
  • Adheres to security policies including PREA requirements

QUALIFICATIONS

• Must be able to type a minimum of 60 words per minute.
• Must be familiar with dictation, transcription, and copying equipment. 
• Must receive a satisfactory background investigation report.

EDUCATION AND EXPERIENCE