Administrative Assistant

Brightli • Indianapolis, IN

1d

About The Position

The Administrative Assistant is responsible for developing methods to improve efficiency, keep the office functional and maintaining an organized and pleasant working environment. The Administrative Assistant should be friendly, helpful and respectful to all who call or come into the facilities. The Administrative Assistant will serve as receptionist, when needed, and is responsible for maintaining records for the office. Essential Job Functions: Demonstrates sensitivity and responsibility to management needs. Attends all mandatory meetings. Takes and maintains meeting minutes. Maintains and updates resource materials for service line staff. Completes general office duties, including mailing, filing, typing, and organizing, as needed. Answers telephone calls, relays messages, and communicates effectively with colleagues. Gathers, organizes, and summarizes information requested by supervisor, faculty, or staff to provide accurate data for meetings or conferences. Trains colleagues on the use of common office equipment. Manages meeting calendar(s). Selects and arranges meeting facilities, equipment, and meals for conferences and meetings. Greets and provides assistance to office visitors in a helpful manner. Treats all clients, families, colleagues, and stakeholders with respect and dignity. Acts as receptionist or back-up receptionist according to local schedule. Complies with HIPAA and confidentiality requirements. Maintains up-to-date lists of phone numbers, addresses, and colleagues. Assists with administrative record keeping. Enters data and completes required documentation. Distributes mail, messages, and correspondence to personnel. Orders office supplies and oversees equipment maintenance. Assists with general office upkeep and cleaning. Manages office/facility bills and invoices and maintains records, if applicable. Posts transactions to accounting records and Client Tracking database, if applicable. Ensures program service authorizations are current and properly filed, if applicable. Researches, prepares and enters invoices and issues maintenance/transportation checks, if applicable.

Requirements

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
• Ability to communicate effectively before groups of residents, employees of the organization, family members and other contacts in the community
• Strong customer service skills
• Skilled computer knowledge (Word, Excel, internet platforms, other electronic media)
• Ability to communicate effectively and accurately in verbal and written form
• Ability to apply logic and understanding to carry out instructions furnished in written, oral or diagram form
• Ability to deal with problems involving several concrete variables in standardized situations
• A high school diploma or equivalent certificate is required
• Successful completion of background check including criminal record, driving record, abuse/neglect and fingerprint check
• Completion of New Hire Orientation at the beginning of employment
• All training requirements including Relias at the beginning of employment and annually thereafter
• Current driver’s license, acceptable driving record and current auto insurance

Nice To Haves

• An associate’s or bachelor's degree in an applicable field such as human resources or social services from an accredited institution is preferred
• One to three years of experience providing clerical/administrative support or other applicable experience is preferred
• Advanced skills in computing, including the use of databases, web browsers, email interfaces, and MS Office products is highly desirable

Responsibilities

• Developing methods to improve efficiency
• Keeping the office functional
• Maintaining an organized and pleasant working environment
• Serving as receptionist, when needed
• Maintaining records for the office
• Demonstrates sensitivity and responsibility to management needs
• Attends all mandatory meetings
• Takes and maintains meeting minutes
• Maintains and updates resource materials for service line staff
• Completes general office duties, including mailing, filing, typing, and organizing, as needed
• Answers telephone calls, relays messages, and communicates effectively with colleagues
• Gathers, organizes, and summarizes information requested by supervisor, faculty, or staff to provide accurate data for meetings or conferences
• Trains colleagues on the use of common office equipment
• Manages meeting calendar(s)
• Selects and arranges meeting facilities, equipment, and meals for conferences and meetings
• Greets and provides assistance to office visitors in a helpful manner
• Treats all clients, families, colleagues, and stakeholders with respect and dignity
• Acts as receptionist or back-up receptionist according to local schedule
• Complies with HIPAA and confidentiality requirements
• Maintains up-to-date lists of phone numbers, addresses, and colleagues
• Assists with administrative record keeping
• Enters data and completes required documentation
• Distributes mail, messages, and correspondence to personnel
• Orders office supplies and oversees equipment maintenance
• Assists with general office upkeep and cleaning
• Manages office/facility bills and invoices and maintains records, if applicable
• Posts transactions to accounting records and Client Tracking database, if applicable
• Ensures program service authorizations are current and properly filed, if applicable
• Researches, prepares and enters invoices and issues maintenance/transportation checks, if applicable

Benefits

• Paid time off: full-time employees receive an attractive time off package to balance your work and personal life
• Employee benefits package: full-time employees receive health, dental, vision, retirement, life, & more
• Top-notch training: initial, ongoing, comprehensive, and supportive
• Career mobility: advancement opportunities/promoting from within
• Welcoming, warm, supportive: a work culture & environment that promotes your well-being, values you as human being, and encourages your health and happiness

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees