Administrative Assistant for Care Management Services

CHSGa•Rome, GA

About The Position

The Administrative Assistant performs clerical duties and provides administrative support in accordance with Care Management Services guidelines and procedures. The role supports the Care Management Services leadership team and helps maintain efficient office operations, communications, records, and workflows. Duties include preparing and distributing documents, handling mail, faxes, and email, running occasional local errands, assisting with job application processing and event planning, and supporting newsletter production. The assistant maintains calendars, agendas, action plans, filing systems, and staff contact information; records meeting minutes; orders supplies; and coordinates upkeep and repairs for office equipment. The role also provides reception and customer service, reports compliance concerns, and supports committees, projects, and other organizational activities. The position requires proficiency with Microsoft applications, sound judgment, strong organization and planning, the ability to manage changing priorities and multiple deadlines, and professional communication with people inside and outside the organization. A high school diploma or GED is required. No supervisory responsibilities are listed.

Requirements

High school diploma or GED equivalent.
Knowledge of personal computers and ability to operate Microsoft applications, including Word, Excel, PowerPoint, Access, and Outlook.
Proficiency with Microsoft Outlook, Excel, and Word.
Knowledge of, adherence to, and enforcement of current regulations and Care Management Services operational guidelines and best practices related to the SOURCE Program and Care Management Services.
Knowledge of and adherence to the System’s personnel guidelines.
Ability to communicate and interact effectively and professionally with supervisors, organizational leadership, peers, and people inside and outside the organization.
Good judgment and decision-making ability.
Ability to manage multiple deadlines and adapt to changing priorities.
Ability to organize and prioritize responsibilities and assignments and complete work accurately, efficiently, thoroughly, and on time.
Consistent punctuality and preparedness for work.
Strong computer, organizing, and planning skills.
Ability to deliver excellent internal and external customer service.
Ability to react effectively and calmly in emergencies.
Ability to maintain customer confidentiality.
Ability to read and interpret safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence and speak effectively before groups of customers or associates.
Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals.
Ability to apply common-sense understanding to written, oral, or diagrammed instructions and address problems involving several concrete variables in standardized situations.

Responsibilities

Prepare memos, correspondence, reports, and other documents; make copies, sort and distribute mail, and perform calculations as needed.
Send, receive, and distribute faxes and emails.
Mail materials using appropriate methods and services.
Run occasional local errands, including trips to the post office and local businesses to purchase supplies.
Print, distribute, and revise forms and other documents as directed.
Assist with job application processing, including reference and background checks and licensure or registration verification.
Assist with event planning, travel arrangements, and reservations for staff.
Support production of the organization’s newsletter by compiling information and articles submitted by others.
Create and maintain monthly calendars, meeting agendas, and action plans, and distribute them as directed.
Provide administrative support to the leadership team as directed by the Administrator of Care Management Services.
Assist with administrative studies and projects as assigned.
Order office, toiletry, refreshment, and community education supplies as needed.
Maintain office machines, replenish cartridges and paper, and request and coordinate equipment repairs.
Provide reception service and assistance to visitors and sales representatives.
Answer and redirect incoming calls courteously and professionally.
Maintain an efficient and organized filing system and distribute staff contact information.
Notify the leadership team in a timely manner of upcoming project and assignment due dates.
Record minutes of staff and other meetings as directed.
Report corporate compliance concerns appropriately.
Report work time and business expenses according to organizational guidelines.
Maintain organized work areas.
Attend staff meetings, in-service seminars, and workshops as directed.
Promote the System’s image and reputation through servant leadership and direct, open communication.
Contribute to committees, workgroups, project management, and other collaborative efforts.
Perform other duties as necessary to support the success of the System.