Tech Observer
Administrative Assistant
Tech Observer, New York, New York, United States, 10007
Job Summary
The Administrative Assistant I provides administrative support services for one or more individuals, a department, or a division. Assists supervisor in routine personnel, budget, and other operational details. This individual typically reports to a manager, director, or division head.
Duties and Responsibilities
* Serves as an intermediary between supervisor and other departmental staff by transmitting written and oral requests, messages, and instructions. * Assists with budget preparation and is responsible for monitoring and maintaining records of expenses for variance reporting. * Assists in the planning and logistical coordination of meetings and office activities, forums, and conferences. * May review and revise brochures, announcements, or other informational items regarding program and/or departmental operations. Drafts, edits, and formats materials such as flyers, leaflets, and letters. * May prepare minutes of meetings, agendas, correspondence, statistical reports, tables, and other documents and transcribes dictation as needed. * Prepares and follows up on purchase orders, change orders, check requests, and petty cash vouchers. Processes and follows up on tuition and other forms of reimbursement for assigned staff. * Makes travel arrangements and accommodations. Prepares travel reimbursements and expense reports. * Screens and prioritizes all incoming mail for needed action and follow-up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s). * Screens telephone calls, answers routine inquiries, or refers caller to the appropriate individual for response. * May screen and schedule patient appointments, schedule referrals for special testing or doctor's visits, and keep records of patient billing for submission. * May maintain employee and/or patient files. * May assist in processing payroll and/or maintaining the PTO system for the department. * May track expiration dates of staff's professional licensure and notify staff of upcoming license expiration dates to prevent suspension. * Performs other related duties.
Skills
* 2-3 years administrative or medical office experience required. * MS Office Suite - Intermediate. * Adaptability: Maintains effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements, or cultures. * Applies Learning: Assimilates and applies new job-related information in a timely manner. * Builds Customer Loyalty: Effectively meets customer needs; builds productive customer relationships; takes responsibility for customer satisfaction and loyalty. * Builds Strategic Work Relationships: Develops and uses collaborative relationships to facilitate the accomplishment of work goals. * Communication: Clearly conveys information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message. * Contributes to Team Success: Actively participates as a member of a team to move the team toward the completion of goals. * Decision Making: Identifies and understands issues, problems, and opportunities; compares data from different sources to draw conclusions; uses effective approaches for choosing a course of action or developing appropriate solutions; takes action that is consistent with available facts, constraints, and probable consequences. * Initiates Action: Takes prompt action to accomplish objectives; takes action to achieve goals beyond what is required; is proactive. * Manages Work (includes Time Management): Effectively manages one's time and resources to ensure that work is completed efficiently. * Quality Orientation: Accomplishes tasks by considering all areas involved, no matter how small; shows concern for all aspects of the job; accurately checks processes and tasks; is watchful over a period of time.
The Administrative Assistant I provides administrative support services for one or more individuals, a department, or a division. Assists supervisor in routine personnel, budget, and other operational details. This individual typically reports to a manager, director, or division head.
Duties and Responsibilities
* Serves as an intermediary between supervisor and other departmental staff by transmitting written and oral requests, messages, and instructions. * Assists with budget preparation and is responsible for monitoring and maintaining records of expenses for variance reporting. * Assists in the planning and logistical coordination of meetings and office activities, forums, and conferences. * May review and revise brochures, announcements, or other informational items regarding program and/or departmental operations. Drafts, edits, and formats materials such as flyers, leaflets, and letters. * May prepare minutes of meetings, agendas, correspondence, statistical reports, tables, and other documents and transcribes dictation as needed. * Prepares and follows up on purchase orders, change orders, check requests, and petty cash vouchers. Processes and follows up on tuition and other forms of reimbursement for assigned staff. * Makes travel arrangements and accommodations. Prepares travel reimbursements and expense reports. * Screens and prioritizes all incoming mail for needed action and follow-up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s). * Screens telephone calls, answers routine inquiries, or refers caller to the appropriate individual for response. * May screen and schedule patient appointments, schedule referrals for special testing or doctor's visits, and keep records of patient billing for submission. * May maintain employee and/or patient files. * May assist in processing payroll and/or maintaining the PTO system for the department. * May track expiration dates of staff's professional licensure and notify staff of upcoming license expiration dates to prevent suspension. * Performs other related duties.
Skills
* 2-3 years administrative or medical office experience required. * MS Office Suite - Intermediate. * Adaptability: Maintains effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements, or cultures. * Applies Learning: Assimilates and applies new job-related information in a timely manner. * Builds Customer Loyalty: Effectively meets customer needs; builds productive customer relationships; takes responsibility for customer satisfaction and loyalty. * Builds Strategic Work Relationships: Develops and uses collaborative relationships to facilitate the accomplishment of work goals. * Communication: Clearly conveys information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message. * Contributes to Team Success: Actively participates as a member of a team to move the team toward the completion of goals. * Decision Making: Identifies and understands issues, problems, and opportunities; compares data from different sources to draw conclusions; uses effective approaches for choosing a course of action or developing appropriate solutions; takes action that is consistent with available facts, constraints, and probable consequences. * Initiates Action: Takes prompt action to accomplish objectives; takes action to achieve goals beyond what is required; is proactive. * Manages Work (includes Time Management): Effectively manages one's time and resources to ensure that work is completed efficiently. * Quality Orientation: Accomplishes tasks by considering all areas involved, no matter how small; shows concern for all aspects of the job; accurately checks processes and tasks; is watchful over a period of time.