Administrative Assistant

ESSENTIAL FUNCTIONS FOR THIS POSITION

Professionally greets members, employees and visitors and answers, screens, and routes phone calls to appropriate staff.

Provides administrative and clerical support to organization executives and various departments within the Administrative office as well as throughout the organization, as needed.

Provides support to staff and executives by coordinating and helping prepare for meetings, trainings and special events, including scheduling meeting space, ordering food and beverage, and preparing meeting materials as assigned.

Manages administrative conference room calendars in Outlook.

Assists with purchasing (i.e., ordering office supplies, working with vendors) as assigned.

Receives and distributes incoming and outgoing mail, daily courier pouches and all incoming deliveries.

Coordinate and send out monthly birthday emails and anniversary gifts.

Provides support to clinics with MercyCare and Rapid Response Referrals using HMS/Axiom.

Ensures coffee is available in the lobby for guests; cleans coffee pots and kitchen area nightly.

Uses HMS/Axiom (electronic medical record) to look up member data as appropriate and when necessary to direct members to the applicable site or resource

Assist the Office Manager with Pillar Awards by entering recognitions, nominations and awards in employee UKG files. Send out nomination buttons and winner certificates.

NONESSENTIAL FUNCTIONS

Uses interactions with members to help enhance their recovery process by making them feel welcome, reducing feelings of stigma and fear, and by demonstrating sincere respect, compassion, and friendliness.

Follows policies and procedures and adheres to the requirements of the Corporate Compliance Program.

Ensures confidentiality of verbal and written information in accordance with HIPAA standards and Southwest Network policy, and adheres to the legal, ethical and professional guidelines adopted by Southwest Network.

Other duties as assigned.

EDUCATION and/or EXPERIENCE, LICENSURE and CERTIFICATION

Associate degree preferred. HS diploma or equivalent required.

One (1) year of recent office or administrative experience required; medical office experience preferred.

Must maintain a valid Arizona state fingerprint clearance card.

Must be at least 21 years of age.

KNOWLEDGE, ABILITY and SKILLS

Requires a high level of integrity and a thorough knowledge of the principles, practices and methods of administrative operations.

Must be able to work independently to assure compliance with organizational needs and standards.

Must support productive working relationships in accomplishing goals and objectives.

Requires the ability to coordinate and track projects that include multiple players.

Must be able to maintain excellent employee relationships and provide excellent customer service.

Requires strong interpersonal, oral and written communication skills.

Must be able to manage multiple tasks while meeting deadlines.

Requires exceptional attention to detail and capability to produce a high quality product.

Effective problem solving skills required, as well as outstanding organizational skills.

Must be competent in the use of electronic medical records software, as well as in the use of a computer, printer, copier, and telephone. Preferred typing skills of 25 to 40 WPM. Occasional use of fax machines, security systems, and other office equipment.

Must be highly proficient in the use of Microsoft Office software, including Outlook, Word and Excel. Must be able to learn new software systems.

Must be able to effectively use the internet and various web browsers.

WORKING CONDITIONS and DRIVING

Work is performed in an office setting; must be able to move about; must also be able to remain in a stationary position for long periods of time and position self to reach items under or above desks, in storage, or in areas not easily accessible; some lifting required.

Rarely
05%
of time

Occas.
635%
of time

Freq.
3666%
of time

Contin.
67100%
of time

PHYSICAL DEMANDS

Driving motor vehicle

Operating foot pedals

Operating office equipment

Talking on the phone

Operating computer and typing

Using Microsoft Outlook
for email, calendar, etc.

Using Microsoft Word

Using Microsoft Excel

Using Microsoft PowerPoint

Using electronic medical
record system

Using the Intranet/Web
browsers

Bending/stooping/twisting

Crouching/squatting

Kneeling/crawling

Balancing

Lifting/carrying up to
50 lbs.

Lifting/carrying more than
50 lbs.

Pushing/pulling up to
50 lbs.

Pushing/pulling more than
50 lbs.

Climbing

Hands: Holding, grasping, turning

Hearing: Ordinary conversation

Hearing: Other sounds

Neck: Up/down movement
and turning/rotating

Reaching/extending hands
and arms in any direction

Repetitive hand/wrist movement

Rarely
05%
of time

Occas.
635%
of time

Freq.
3666%
of time

Contin.
67100%
of time

PHYSICAL DEMANDS, cont.

Walking

Sitting

Standing

Smelling

Verbal: Ability to communicate words and ideas

Vision: Ability to identify and distinguish colors

Vision: Acuity, far
(clarity at 20 feet or more)

Vision: Acuity, near
(clarity at 20 inches or less)

Vision: Depth perception (ability to judge distance)

Vision: Field of vision (peripheral)

Rarely
05%
of time

Occas.
635%
of time

Freq.
3666%
of time

Contin.
67100%
of time

WORKING CONDITIONS

Office environment

Frequent interruptions

Evening and/or weekend hours

Outdoors

Weather conditions/
temperature changes

Dust or poor ventilation

Loud noise level

Exposure to bloodborne
pathogens

Exposure to infectious
airborne particles

Hazardous materials

Toxic or caustic chemicals

Risk of needle stick

Working with power tools

Risk of electric shock