Administrative Assistant

Description

Administrative Assistant for Psychiatry Program

Job Category: Administrative Support
Requisition Number: ADMIN004976
Full-Time
LocationsShowing 1 location
Outpatient Clinic
West Springfield, MA 01089, USA

Job Details

ESSENTIAL JOB FUNCTIONS

CLIENT SERVICES – necessary to meet overall agency goals and provide services to program clients.

PROGRAM AND STAFF DEVELOPMENT SERVICES – necessary to meet overall agency goals and provide support to management and program staff.
Assists with new hire process
Assists with ordering supplies
Conducts Audits on program records, and client records.
Assists in organization of Psychiatry events as needed

COLLATERAL/ENVIRONMENTAL SERVICES – necessary to respond to external environment, which influences program.
Liaisons with other service-providing agencies

ADMINISTRATIVE RESPONSIBILITIES/RECORD KEEPING – necessary to meet administrative requirements of the job by funding sources, agency policy, etc.
Utilizes word processor to ensure maximum efficiency
Maintains records in accordance with standard format and timetables
Answers telephones and forwards calls
General typing, faxing, mailing, filing as needed by corporate departments and administrative services
Tracks staff training
Maintains vendor invoices
Opens, dates, and distributes mail
Inventories office supplies
Attends to copy machine, fax, and computer maintenance
Management meeting minutes
Data entry
Monitors schedules of appropriate management staff
Performs errands as needed

PROFESSIONAL GROWTH AND DEVELOPMENT – necessary to develop to full potential professionally.
Seeks and uses supervisory staff for training and supervision
Attends agency-required training
engages in self-evaluation to develop professional goals
Able to react to change productively and to handle other tasks assigned due to changing environments.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

Solid typing skills – above average preferred/average minimum
Task-oriented, with exceptional attention to detail and to meeting deadlines
Ability to maintain records/files
Ability to problem-solve and complete assigned tasks
ability to coordinate assigned projects
Ability to structure and organize job responsibilities with minimal supervision; ability to maintain confidentiality
Effective written and interpersonal communication skills; ability to express ideas and information clearly and concisely
Ability to utilize various computer programs
Physical and mental demands are located at the end of job description

SUPERVISORY RESPONSIBILITY
None

WORKING CONDITIONS

Primary 9-4, office setting, and travel to programs as well as other agency properties as needed. (Monday through Friday).

MINIMUM QUALIFICATIONS

High school diploma
Prior office experience
Computer experience is a must

SUCCESS FACTORS

The Administrative Assistant should be a professional who actively supports the philosophy of the Agency and maintains a high level of commitment to program staff. Personality traits should include:

High energy level; self-initiated
Open, direct interpersonal style; works well as a team member
Organized and efficient
Dependable
Detail-oriented and accurate
Flexibility
Sense of humor

Qualifications

Skills Preferred
Bilingual Intermediate

Behaviors Preferred
Dedicated: Devoted to a task or purpose with loyalty or integrity
Leader: Inspires teammates to follow them
Team Player: Works well as a member of a group
Enthusiastic: Shows intense and eager enjoyment and interest
Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Motivations Preferred
Self-Starter: Inspired to perform without outside help
Work-Life Balance: Inspired to perform well by having ample time to pursue work and interests outside of work
Peer Recognition: Inspired to perform well by the praise of coworkers

Education Required
High School or better.