Administrative Assistant

GENERAL DESCRIPTION

This is clerical support work performing routine established procedures.  Work may include compiling, processing and maintaining records, entering and retrieving information, serving as an office receptionist, collecting and distributing mail and messages, typing memos correspondence, reports, and administrating breathalyzer and urinalysis test, and other general clerical duties to support the administrative functions of the office.

EXAMPLES OF WORK

  • Work may include, but is not limited to, the following examples:
  • Remains alert during working hours; attends work as scheduled, and complies with attendance policies.
  • Greets and welcomes visitors, determines nature of business, and directs individuals to proper destination.
  • Answers telephone and gives information to callers, takes messages, or transfers calls to appropriate individuals.
  • Schedules and/or arranges appointments for consumers.
  • Receives payment, provides and records receipts for services; reconciles cash receipts.
  • Provides and assists consumers in preparation of intake paperwork.
  • Opens incoming mail and routes incoming and outgoing mail to appropriate individuals.
  • Maintains confidentiality of all consumers; complies with regulations pertaining to confidentiality of consumer protected health information.
  • Compiles and maintains consumer and department records in organized manner in accordance with agency and regulatory requirements; ensures completeness and accuracy of information.
  • Sorts and files correspondence and documents alphabetically, numerically or by other established methods; removes and returns requested material from files; prepares file folders by subject, name or other headings.
  • Compiles and maintains lists and records, using typewriter or computer.
  • Enters, updates, and/or retrieves consumer and service delivery information utilizing consumer medical records and automated database systems.
  • Types clinical and other documents, and correspondence, and mails letters.
  • Copies, sorts, collates, and assembles materials.
  • Operates standard office equipment i.e. computer, calculator, copy machine, etc.
  • Maintains a professional appearance and demeanor.
  • Administers breathalyzer and urinalysis test
  • Performs other related work as assigned.

EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES

  • Knowledge and application of elementary mathematics
  • Good oral and written communication skills that include reading, writing and speaking the English language
  • Effective interpersonal skills
  • Basic skills in keyboarding and use of a personal computer
  • Skill in organizing materials
  • Ability to proofread materials for accuracy and completeness
  • Ability to establish and maintain medical and other records; use coding and filing systems; and to retrieve and compile data
  • Ability to quickly adapt to specific office practices with speed and accuracy
  • Ability to maintain a high standard of ethical conduct; exhibit honesty, integrity and ethical behavior
  • Ability to work harmoniously with employees, applicants, recipients, and the general public
  • Ability to handle confidential information appropriately

EXPERIENCE AND EDUCATION QUALIFICATIONS

The following education and experience qualifications are the minimum requirement used to admit or reject applicants for consideration.

  1. Possession of a high school diploma or a GED certificate.

AND

  1. Six (6) months’ experience in clerical, general office support, or related clerical area. Training from a vocational or business school in office management, secretarial science or closely related area of coursework from an accredited college or university may substitute on a month for month basis for the stated experience.

NECESSARY SPECIAL QUALIFICATIONS

No candidate may be considered for employment who is, or has been for the past two (2) years under the supervision of Federal, State, County or Municipal Corrections Department nor have any pending felony or misdemeanor charges other than minor traffic charges.

All candidates for employment must meet the established minimum qualifications for employment as identified by the applicable regulatory agencies.

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