Administrative Assistant

Job Description:

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.

Why Greenwood?

Greenwood offers the perfect balance of small-town charm and big-city convenience. Nestled just south of Indianapolis, this thriving community provides an exceptional quality of life with plenty to explore and enjoy:

• Local Landmarks: Visit Freedom Springs Aquatic Park for summer fun, tour the historic Polk Community House, or discover unique finds at the Greenwood Park Mall.
• Outdoor Escapes: Stroll through Craig Park, hike the scenic trails at Westside Park, or enjoy a peaceful picnic at City Center Park.
• Culinary Delights: Indulge in Greenwood’s growing food scene, from cozy cafes and locally-owned eateries to craft breweries and sweet shops.
• Festivals and Community Events: Celebrate local culture at Freedom Festival, the Greenwood Farmers Market, or one of the many seasonal events held throughout the year.
• Family-Friendly Amenities: Enjoy the Greenwood Community Center, kid-friendly parks, and excellent schools in a safe, welcoming environment.

With its affordable living, strong sense of community, and easy access to Indianapolis, Greenwood is a wonderful place to live, work, and grow

Essential Job Functions:

• 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 situati