Administrative Assistant Job at MILLENNIUMSOFT in Stuart

Position : Administrative Assistant Location : Stuart, FL Duration : 12 Months Total Hours/week :40.00 1st shift Mon - Fri. 8AM - 5PM Description: Position Purpose Responsible for providing highly confidential and complex administrative support to the to the Director of Revenue Cycle Management and other members of the Home Care management team in Stuart, FL. Prepares correspondence, transcribes minutes, schedules meetings, and maintains calendars. Prepares, maintains, and organizes sensitive electronic and paper legal and confidential files and materials; distributes as needed. Enters, updates, and retrieves information. Researches, compiles, organizes, and prepares legal and business documents and forms for review and approval. Makes travel arrangements, performs, coordinates, and monitors special projects to ensure maximum effectiveness and compliance. Primary Duties and Responsibilities : Schedules and organizes complex activities such as meetings, travel, conferences and department activities for Dir. of Revenue Cycle Management and other department management. Acts as the receptionist for Airport Administrative building, greeting guests, assigning visitors badges and coordinating contact with Airport employees for the guests Establishes, develops, maintains and updates filing system for the Dir. of Revenue Cycle Management and other areas of the business as needed. Retrieves information from files when needed. Sorts and distributes mail for the Dir. of Revenue Cycle Management and other administrative building employees. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information. Answers the phone for Dir. of Revenue Cycle Management. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other Administrative Assistants to cover phones. Act as backup for Home Care GM Executive Admin by liaising with other departments and outside agencies, including high-level staff such as all C level employees, Presidents, Senior Vice Presidents and Directors. Handles confidential and non-routine information and explains policies when necessary. Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the Dir. of Revenue Cycle Management, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. Ancillary Duties and Responsibilities: Maintain a positive work atmosphere that embodies Liberator’s philosophy- Professional excellence, teamwork and integrity. Maintain high attention to detail throughout daily tasks and projects Assist other departments and team members when required or requested to help meet business needs. Maintains a high level of confidentiality and discretion completing tasks with a high level of situational judgement Perform Other duties and tasks as assigned Light travel requirements ~5% (2-3 times per year) Reporting Relationship Responsibilities __x__ No supervisory responsibilities __ ___ Provides work direction only _____Provides work direction plus has responsibility for hiring, promotions, transfers, performance management, discipline, and discharge. Minimum Requirements Or Qualifications (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions) Education/Experience: High School Diploma or general education degree (GED); one to two years related experience and/or training; or equivalent combination of education and experience. Associates Degree preferred Skills: Language: Ability to read, analyze, and interpret internal and external vendor and company correspondence and technical procedures. Ability to write external business correspondence and internal e-mail communication. Ability to effectively present information and respond to questions from management, team members, vendors, and shareholders. Math: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply intermediate math skills. Reasoning: Ability to solve practical problems and deal with a variety of variables. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Computer: Knowledge of Word Processing software, Excel, Access and/or other database software. Must be proficient in Microsoft Office Suite Licensure or Certifications required: No certifications needed Physical Demands (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ) While performing the duties of this job, the employee is frequently required to walk, sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 10 lbs. Work Environment (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ) While performing the duties of this position, the employee performs tasks in a temperature controlled office environment under normal office conditions. The noise level in the work environment is usually moderate. The work environment involves minimal exposure to hazards or physical risks, which require following basic safety precautions. Disclaimer The above job description is meant to describe the general nature and level of work being performed; it is not intended to be an exhaustive list of all responsibilities, duties, and skills required for this position. The Company officers, mid-level, and entry level management staff may assign additional duties and responsibilities as needed. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related duties requested by their supervisor in compliance with Federal and State Laws.