Assistant Admin II

Family & Children's Services•Tulsa, OK

3d•Onsite

About The Position

The Administrative Assistant II will provide skilled secretarial and administrative support to assigned leadership and members of clinical team. Monitors office process and procedures, working with supervisor to assist in creating efficiencies. Provide a welcoming and professional first impression to clients and guests and will contribute to a positive work environment. This position will answer and direct all calls, take messages, and provide information in a polite and professional manner. Maximize the use of electronic health records to enhance the delivery of customer service to clients and support to staff.

Requirements

Must be a high school graduate or have HS equivalent
Must be able to demonstrate basic proficiency with Microsoft office software.

Nice To Haves

Preference given to individuals with 1 or more year of administrative experience, particularly in healthcare environment.

Responsibilities

Greet and assist all visitors and clients. Be courteous, polite and helpful to the public and clients at all times with continuous awareness of maintaining a positive agency image.
Demonstrate proper telephone etiquette and maintain solid customer relations by handling questions and concerns promptly and with courtesy and patience.
Calmly and efficiently assist with complaints and difficult or emotional client situations; handle all situations in a professional manner, exhibiting excellent customer service skills at all times.
Maintain a good working knowledge of agency and community services.
Utilize the EHR system efficiently to answer callers’ questions, as appropriate given clients’ rights and legal and ethical considerations.
Disseminate internal communications, including messages, faxes, emails, memos, etc.
Perform word processing, prepares correspondence, reports, manual, and other written documents. Proof all typed material with original form for accuracy and recommend any editing improvements.
Perform related data entry tasks and database management tasks. Create forms, tables, spreadsheets, and assists in special projects.
Maintain organized files for program materials, including management of shared drives or cloud-based storage.
Identify and immediately communicate related workflow issues, concerns and/or operational functions to program leadership to improve efficiency and client service.
Track receipts and complete monthly credit card expense report for assigned programs and supervisors, ensuring submission deadline to meet.
Manage petty cash, process and reconcile with receipts and provide to the finance department.
Identify and coordinate any necessary building or equipment repairs, maintenance, and cleaning service needs. Performs activities of Floor Safety Officer.
Maintain a safe and secure working environment. Report concerns to leadership regarding safety, staff issues, and noncompliance activities and agency policies and procedures.
Ensure availability of agency forms and office supplies.