Administrative Assistant - Seasonal (April - July) - $18.87 - $24.68 / hour

Qualifications

Excellent interpersonal and communication skills to build relationships with a variety of stakeholders

Excellent attention to detail with high-level organizational and multi-tasking skills that reflect the ability to perform and prioritize multiple tasks seamlessly

Knowledge of office equipment, computer systems and intermediate-level knowledge of Microsoft Office suite

Easterseals Midwest Core Competencies

Judgment & Problem Solving: Exhibits sound decision making skills and includes other staff in decision making when appropriate

Must have high school diploma or equivalent

One year program or administrative experience required

Must have knowledge of Microsoft Office suite including knowledge of Excel

This position may travel locally as needed

Must have current driver's license and proof of insurance

Must complete and maintain all required trainings/certifications

Must maintain confidential information in accordance with HIPAA regulations

Responsibilities

The Administrative Assistant is responsible for providing administrative support and ensuring efficient office/program operations

Creates and maintains spreadsheets and reports for tracking and reporting departmental information

Creates, maintains and closes individuals' files in electronic records management systems

Prepares, scans and files individuals' documents into electronic records management systems

Orders and maintains adequate inventory of supplies, including but not limited to, medical supplies, paper products, office supplies, etc

Provides professional communication for internal and external stakeholders and responds to inquiries in a timely manner

This may include written communications such as newsletters, program materials, correspondence, etc

Provides administrative support for department, including but not limited to, scheduling meetings/appointments, and providing logistical and team support

May also perform check requests, mailings, filing, and other support activities

Prepares and sends information for billing

This may include reviewing and verifying individuals' authorizations, monitoring/tracking services, and maintaining billing and attendance spreadsheets

Greets visitors to the office/building and answers incoming phone calls

Supports program quality, safety and compliance measures, performs general upkeep of office space, and may ensure building maintenance is performed as needed

Adaptability & Initiative: Adapts to changes in the work environment and prioritizes activities to manage work responsibilities

Communications: Communicates and exchanges accurate information through a variety of methods

Dependability: Executes job duties within specified timeframes in order to meet agency objectives

Job Knowledge & Quality: Maintains knowledge related to job responsibilities and ensures that output meets or exceeds established standards

Teamwork & Professionalism: Establishes and maintains effective relationships and works cooperatively in group situations

Work is performed in an office environment

This job utilizes office equipment and computer/electronic devices

Job description

Position Summary

The Administrative Assistant is responsible for providing administrative support and ensuring efficient office/program operations.

Essential Functions

• Creates and maintains spreadsheets and reports for tracking and reporting departmental information.

• Creates, maintains and closes individuals' files in electronic records management systems.

• Prepares, scans and files individuals' documents into electronic records management systems.

• Orders and maintains adequate inventory of supplies, including but not limited to, medical supplies, paper products, office supplies, etc.

• Provides professional communication for internal and external stakeholders and responds to inquiries in a timely manner. This may include written communications such as newsletters, program materials, correspondence, etc.

• Provides administrative support for department, including but not limited to, scheduling meetings/appointments, and providing logistical and team support. May also perform check requests, mailings, filing, and other support activities.

• Prepares and sends information for billing. This may include reviewing and verifying individuals' authorizations, monitoring/tracking services, and maintaining billing and attendance spreadsheets.

• Greets visitors to the office/building and answers incoming phone calls.

• Supports program quality, safety and compliance measures, performs general upkeep of office space, and may ensure building maintenance is performed as needed.

Position Competencies

• Excellent interpersonal and communication skills to build relationships with a variety of stakeholders.

• Excellent attention to detail with high-level organizational and multi-tasking skills that reflect the ability to perform and prioritize multiple tasks seamlessly.

• Knowledge of office equipment, computer systems and intermediate-level knowledge of Microsoft Office suite.

Easterseals Midwest Core Competencies

• Adaptability & Initiative: Adapts to changes in the work environment and prioritizes activities to manage work responsibilities.

• Communications: Communicates and exchanges accurate information through a variety of methods.

• Dependability: Executes job duties within specified timeframes in order to meet agency objectives.

• Job Knowledge & Quality: Maintains knowledge related to job responsibilities and ensures that output meets or exceeds established standards.

• Judgment & Problem Solving: Exhibits sound decision making skills and includes other staff in decision making when appropriate.

• Teamwork & Professionalism: Establishes and maintains effective relationships and works cooperatively in group situations.

Qualifications

• Must have high school diploma or equivalent.

• One year program or administrative experience required.

• Must have knowledge of Microsoft Office suite including knowledge of Excel.

Additional Requirements

• This position may travel locally as needed.

• Must have current driver's license and proof of insurance.

• Must complete and maintain all required trainings/certifications.

• Must maintain confidential information in accordance with HIPAA regulations.

Working Environment

• Work is performed in an office environment.

• This job utilizes office equipment and computer/electronic devices.