Administrative Assistant

Description

This position is responsible for facilitating the efficient operation of the assigned department by performing a variety of clerical and administrative tasks, working primarily to support our Facilities Department and Materials Management.

Essential Duties and Responsibilities:

1. Assist external and internal customers.  

• Greet customers promptly and professionally
• Address customer needs in a timely manner
• Promptly answer calls and emails; Responds or forwards messages as needed
• Schedule meetings; Maintain calendars; Coordinate conference rooms: Order food 
• Communicate urgent issues to appropriate staff for follow-up

2. Manage department fax and mail.

• Route incoming and outgoing mail
• Ensure prompt delivery of faxes to pertinent staff
• Re-fax failed faxes

3. Maintain and distribute reports and records.  

• File incoming reports in an accurate and timely manner 
• Promptly route reports to appropriate internal customers 
• Assist with compiling and processing data; Create reports as needed

4. Data Entry.

• Create, maintain and enter information into databases
• Enter timesheet corrections and notations into payroll system 
• Update department schedules in timekeeping system 
• Assist with staff scheduling as needed
• Perform data entry duties for accounts payable, purchase orders, inventory, etc.

5. Other duties as assigned.

• Reconcile, code and file invoices 
• Update Policies and Procedures as requested
• Attends regular department meetings; take appropriate notes/minutes and distribute to team
• Maintain adequate stock of department supplies 
• Assist with projects as needed

Requirements

Education & Licensure:

• High school graduate
• Associate’s Degree or some post-secondary education preferred

Experience:

• Minimum of one year of experience in an administrative support position

Knowledge, Skills & Abilities:

• Excellent communication and listening skills
• Strong attention to detail
• Proficient in Microsoft Office Suite
• Excellent interpersonal and customer service skills
• Demonstrated ability to work independently with little direction and manage multiple demands and priorities

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times 

St. Croix Health is an Equal Opportunity Employer.
St. Health has been a healing force in the St. Croix Valley for over 103 years. We are a purpose-driven organization with a dedicated team committed to serving our patients and communities throughout the St. Croix Valley. This commitment is rooted in our mission, vision and values.

Mission:  We help people live healthier, happier, and longer lives.

Vision:  To transform from quality sick care to quality well care that is sustainable and affordable.

Values:  People Centered, Trust, Innovation, and Growth.

Here at St. Croix Health we offer our employees with a robust benefits package that includes:

• Health, vision and dental insurance
• 403b retirement program with employer match
• Paid time off
• Short-term disability, long-term disability and life insurance options
• Education reimbursement
• Employee assistance program (EAP)
• Wellbeing incentive program
• Free parking
• Employee prescription discount program

St. Croix Health is a not-for-profit healthcare system located in St. Croix Falls, WI dedicated to helping people live healthier, happier, and longer lives. St. Croix Health offers the services of 80+ providers and 20 specialties with five community clinics in Minnesota and Wisconsin all supported by a critical access hospital on the main campus in St. Croix Falls, just an hour northeast of Minneapolis/St. Paul. Nestled in the bluffs of the St. Croix River Valley, St. Croix Falls is the ideal place to work, live and play.