Administrative Assistant- FULL TIME/ 830 -5

Job Description

The Administrative Assistant 1 provides administrative support for day-to-day operations and special projects exercising discretion. This position supports a Managing Director or Director.

Responsibilities

Prepares letters, forms, reports, memos, letters, invoices, financial statements and/or other documents from rough draft, dictation, handwritten notes, corrected copy or personal knowledge of the subject matter using word processing, spreadsheet, database, or presentation software.

Answers phone calls, screens calls, takes and distributes messages, and directs calls to appropriate persons.

Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees and boards of directors.

Attends meetings to record minutes.

Greets visitors and determine whether they should be given access to specific individuals.

Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.

Sets up and manages paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.

Performs general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.

Files and retrieves corporate documents, records, and reports.

Opens, sorts, and distributes incoming correspondence, including faxes and email.

Prepares travel arrangements and maintains travel account.

Coordinates calendar for director or managing directors and his or her direct reports who are leaders; schedules appointments, conferences and meetings which may involve printed material preparation, refreshment/meal coordination, or facilities support.

Assists other areas with clerical and administrative needs.

Operates office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.

Reviews and keeps updated on CENTRA policies and procedures; notifies department of changes and policy impacts on department functionality.

Qualifications

Required : High school diploma or equivalent.

Preferred : AA or Bachelor's degree in business, economics, healthcare, or related field is preferred.

Required Experience : At least five years general office experience Accurate typing skills. Excellent verbal and written communication skills. Ability to multi-task and work independently. Must be highly organized. Proficient user of Microsoft Word, Excel, PowerPoint, Outlook.

Preferred Experience : Proficient user of Microsoft Access and Visio a plus. User of Photoshop and knowledge of basic HTML is preferred. Demonstrated extraordinary customer service and public relations skills. Experience taking dictation. Basic knowledge of medical terminology

Preferred Certification & Licensures: International Association of Administrative Professionals preferred. Notary Public preferred.