Office Assistant

Gailey Eye Clinic•Bloomington, IL

18h•Onsite

About The Position

Position Purpose: The Office Assistant’s primary focus is to ensure Gailey Eye Clinic staff and facilities have adequate support to work efficiently Essential Functions and Responsibilities: Manage and respond to staff requests in the ticket system, as assigned. Maintain the appearance of our facilities by having an eye for detail and décor. Work with vendors & Clinic Supervisors regarding scheduling maintenance/repairs, traveling as needed to satellite locations. Sort and deliver mail/packages around the clinic. Process mail for postage. Provide daily maintenance ‘rounds’ in Bloomington to ensure things are clean and in proper working order. Fill janitorial supplies, water flowers, set up/take down seasonal décor, replace lightbulbs, fill soda machine, run errands as needed. Manage keys to facilities. Review/place office supply orders for all GEC clinics. Maintain the fleet of company cars; taking the vehicles to the dealership for regular maintenance, making sure vehicles’ registration and insurance is up to date, overseeing the cleanliness of the vehicles and arranging car detail services, etc. Manage courier and packages to ensure prompt delivery based on staff and doctor’s schedules. Other administrative duties as assigned, such as print gift certificates, pick up/distribute GEC apparel quarterly, print/post “closure” signs on doors for holidays, etc. This job description is not intended, nor should it be construed to be an exhaustive list of all responsibilities, duties, skills, or working conditions associated with a particular job. It is intended to be only a general description of the principal requirements common to positions of this type. Employees in this job may perform other duties as assigned.

Requirements

High school degree or equivalent.
Outstanding communication and interpersonal abilities.
Excellent organizational skills and ability to prioritize workflow.
Ability to maintain confidentiality when dealing with sensitive information.
Strong time-management skills.
Proficient in Microsoft Office products.
Ability to work independently.

Responsibilities

Manage and respond to staff requests in the ticket system, as assigned.
Maintain the appearance of our facilities by having an eye for detail and décor.
Work with vendors & Clinic Supervisors regarding scheduling maintenance/repairs, traveling as needed to satellite locations.
Sort and deliver mail/packages around the clinic.
Process mail for postage.
Provide daily maintenance ‘rounds’ in Bloomington to ensure things are clean and in proper working order.
Fill janitorial supplies, water flowers, set up/take down seasonal décor, replace lightbulbs, fill soda machine, run errands as needed.
Manage keys to facilities.
Review/place office supply orders for all GEC clinics.
Maintain the fleet of company cars; taking the vehicles to the dealership for regular maintenance, making sure vehicles’ registration and insurance is up to date, overseeing the cleanliness of the vehicles and arranging car detail services, etc.
Manage courier and packages to ensure prompt delivery based on staff and doctor’s schedules.
Other administrative duties as assigned, such as print gift certificates, pick up/distribute GEC apparel quarterly, print/post “closure” signs on doors for holidays, etc.