Administrative Assistant - Forest Home Ave.

JOB SUMMARY

This position is responsible for providing superior customer service to all customers and other administrative tasks as assigned to provide operational support for the program.

ESSENTIAL FUNCTIONS

• Provides superior customer service to internal and external customers
• Greet clients, staff, and visitors to the program in a professional and friendly manner. Answers the main telephone in a professional and courteous manner within three rings and directs call to the appropriate person.
• Forward voicemail from the general mailbox to the appropriate staff member.
• Keep the front desk and office area neat and organized.
• Compose and prepare letters, memos, correspondence, etc. as well as types and distributes meetings minutes as assigned by manager.
• Maintain an accurate record of the time and attendance daily.
• Track client absence reasons on the cancellation log.
• Schedules maintenance on office equipment as designated by manager
• Prepare documentation to order supplies to be approved by manager
• File material according to the established procedures.
• Maintain client confidentiality.
• Adheres to individual department receipt instructions.
• Receives and processes incoming, interoffice and outgoing mail, faxes and deliveries and routes to appropriate person/department.
• Monitor and ensure adequate supplies are available for use by all staff. Keep storage room stocked and organized. Maintains an accurate record of supply orders and log incoming deliveries from all mail and parcel carriers.
• If necessary, locates proper addresses and makes corrections for misdirected mail.
• Provide administrative support to management and staff within department as needed.
• Schedule meetings and interviews as requested by department.
• Photocopies, fax documents and performs other clerical functions as needed.
• Participate in administrative staff meetings and attends other meetings and seminars.
• Assist in development of new procedures in order to improve efficiency.
• Conducts or participates in special projects as assigned.
• All other responsibilities and duties as assigned.

SKILLS & QUALIFICATIONS

• Requires a high school diploma or equivalent.
• Two years of experience in an administrative support role is required. Previous related experience in a healthcare setting, preferred.
• Able to work independently on a broad variety of projects.
• Able to exercise effective judgment, sensitivity, and creativity to changing needs and situations.
• Meet internal and external deadlines and produce a consistently high-quality product.
• Ability to multi-task and perform multiple priorities. Ability to make decisions and solve problems.
• The ability to contribute in a team environment and/or independently.
• Strong written, verbal, interpersonal communication skills
• Must present professional demeanor with the ability to positively adapt to change
• Working knowledge of Microsoft Office.

LICENSES & CERTIFICATIONS

• Valid Wisconsin Driver's License preferred.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.