Administrative Assistant for Care Management Services

CHSGa•Rome, GA

About The Position

The Administrative Assistant for Care Management Services performs clerical duties and provides administrative support in accordance with Care Management Services guidelines and procedures. The role supports the leadership team and contributes to the efficient operation of Care Management Services and the SOURCE Program. It includes document preparation and distribution, communications, scheduling, event support, office supply and equipment upkeep, reception, recordkeeping, and assistance with projects and organizational activities. The position requires professional, respectful communication, sound judgment, organization, flexibility with changing priorities, customer service, and the ability to maintain confidentiality.

Requirements

High school diploma or GED equivalent.
Knowledge of personal computers and ability to use Microsoft applications, including Word, Excel, PowerPoint, Access, and Outlook.
Knowledge of, and ability to adhere to and enforce, current regulations and Care Management Services operational guidelines and best practices related to the SOURCE Program and Care Management Services.
Knowledge of, and ability to adhere to and enforce, the System’s personnel guidelines.
Ability to communicate and interact effectively and respectfully with supervisors, organizational leadership, peers, and individuals 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.
Exceptional computer skills and good organizational 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.
Regular ability to sit, talk, or hear; frequent walking; use of hands to finger, handle, or feel and reach with hands and arms; occasional standing; and close vision, distance vision, and ability to adjust focus.

Responsibilities

Prepare memos, correspondence, reports, and other documents; copy, sort, distribute mail, and perform calculations as directed.
Send, receive, and distribute faxes and emails, and mail materials using various methods and services.
Run local errands, including trips to the post office and local businesses to purchase supplies when needed.
Print and distribute forms and other documents, and make revisions as directed.
Assist with processing job applications, including reference checks, background checks, and licensure or registration verification as necessary.
Assist with event planning, travel arrangements, and reservations for staff as requested.
Help produce 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 supplies, toiletries, refreshments, and community education supplies as needed.
Perform daily upkeep of office machines, including changing cartridges and stocking paper; request and coordinate equipment repairs as necessary.
Provide reception service to visitors and sales representatives, including information, beverages, and assistance.
Answer and redirect incoming calls courteously and professionally.
Maintain an efficient and organized filing system and maintain and distribute staff contact information.
Ensure the leadership team receives timely notification 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 in accordance with organizational guidelines.
Maintain organized work areas.
Attend staff meetings, in-services, 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 of the System.
Perform other duties as necessary to ensure the success of the System.