Job Summary

The Administrative Assistant II performs a variety of secretarial, clerical, and receptionist duties for the department they support. Within the role, they will assist with managing or entering complex data, which includes scheduling, reporting and tracking information for the department. Responsible for handling correspondence, filing, ordering of supplies, data entry, faxing, and mailing of reports for their assigned department (Non-Patient and/or Patient related dependent on area).

Minimum Qualifications

Minimum Education: High School Diploma or Equivalent
Minimum Years of Experience: 2 Years of experience as an Administrative Assistant/Receptionist
Substitutable Education & Experience: 2 Years of Administrative Assistant/Receptionist experience can be substituted for an Associate's Degree, Bachelor's Degree, or Equivalent completion of college coursework
Required Certifications/Licensure: None.
Required Training: Typing speed of 60 kspm;
Demonstrated experience using Microsoft Office Suite of programs (e.g. Word, Excel, Outlook, etc.);
Demonstrated experience using multiline phone system and serving as administrative liaison for a department

Essential Functions

• Coordinates and performs a range of staff and/or operational support activities for the unit. Serves as a liaison with other departments in the resolution of day-to-day administrative concerns.
• Maintains all office equipment in the department, as well as order supplies for machines and ensures repairs are made expediently. Organizes, files, and stocks office to foster easy access to materials/information. Cost effectively utilizes resources and accounts for supplies and equipment.
• Maintains work environment by placing work orders as needed to ensure proper operations.
• Provides administrative/clerical support for the department such as answering telephones, assisting visitors, and resolving a range of administrative inquiries.
• Maintains expected knowledge of the basic business functions of their area and is able to answer questions to help with department organization.
• Maintains a clean and neat working environment.
• Assists in timekeeping responsibilities with Kronos time system, as well as any scheduling needs/arrangements.
• Maintains accurate and timely correspondence, procedure updates, reports, manuals, etc. for all functions of the department.
• Develops a range of spreadsheets, contracts, reports, worksheets, and/or forms to improve workflow and communication as needed.
• Processes and maintains confidential files (Combination of Financial, Patient, and Operational records).
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar
• Supports various staff meetings (May be asked to schedule, record, or distribute minutes).

Duties & Responsibilities

• Maintains an optimistic and professional image and exhibits excellent customer relations. Shows courtesy, compassion and respect.
• Utilizes Microsoft Office to compose and edit correspondence from verbal direction, or from knowledge of established department policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
• Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or
• Ensures timely responses to a variety of routine written inquiries.
• Maintains and assists in updating manuals and reference materials department; both hard copy and electronic.
• Actively involved in “new employee” (departmental) orientation/introduction.
• May be assigned projects or tasks as needed by department head.
• Provides PC training and support to departmental employees.
• Efficiently utilizes electronic software routinely used in daily activities (Outlook, EPIC, Excel, Word, etc.).
• Maintains working knowledge of terminology relevant to department.
• Performs all other duties as assigned by authorized personnel or as required in an emergency (e.g., fire or disasters).