Job Summary

Under intermediate-level supervision, the Administrative Assistant II provides a variety of general administrative support services to multiple supervisors or assigned function and/or a department utilizing intermediate-level skills in Microsoft Office applications to produce high-quality reports, graphics, presentations, spreadsheets, etc., and may handle confidential information; performs and anticipates certain administrative functions for supervisors, including limited decision making within authorized scope and/or directing decision making to the proper authority.

The Administrative Assistant II routinely interacts with all levels of internal and external customers which may include physicians and other healthcare providers, community leaders, members of management and staff providing excellent customer service. In coordination of daily office operations, may serve as administrative liaison with others within and outside the health system regarding administrative issues related to purchasing, human resources, facilities or operations. 

Supports, and is responsible for incorporating into job performance, the FH mission, vision, core values and customer service philosophy and adheres to the FH Compliance Program, including following all regulatory requirements, and the FH Standards of Behavior.

Example of Essential Functions

• Performs administrative and office support activities for multiple supervisors.
• Uses various software applications, such as MS Word, Excel, PowerPoint and ACCESS to type and format correspondences or documents. May prepare statistical reports, tables and charts. May prepare or maintain databases and spreadsheets.
• Proofreads and edits material for grammatical and factual accuracy. May initiate correspondences requiring knowledge of FH policies and procedures.
• Completes various request forms and purchase orders for office supplies and equipment as directed.
• Operates office equipment such as photocopier, scanner, fax machine and calculator.
• Answers phones, greets customers and handles inquiries within established guidelines.
• Appropriately directs calls, takes accurate messages or responds to calls by utilizing knowledge of policies, procedures and practices.
• Receives mail, reviews content, prioritizes and forwards or redirects and composes response if appropriate.
• Coordinates department’s calendar.
• Operates personal computer to access e-mail and electronic calendar to schedule appointments and meeting rooms.
• Enters staff schedules into electronic time and attendance system.
• Other miscellaneous administrative support duties as assigned.
• Coordinates activities, events, special projects and mass mailings with internal and external customers.
• Files in alphabetic or numeric order and locates material from files. 

Required Knowledge, Skills and Abilities

• Intermediate proficiency and accuracy in the use of software programs such as MS Word, Excel, PowerPoint, ACCESS and Outlook. May also require knowledge of job/department specific software programs 
• Excellent communication skills, both verbal and written.
• Strong organizational skills and ability to prioritize and manage multiple tasks.
• Ability to exercise sound judgment and reasoning in executing day-to-day responsibilities.
• Ability to communicate information and ideas in speaking so others will understand.
• Ability to understand written sentences and paragraphs in work related documents.
• Ability to work professionally with a diverse population base.
• Ability to maintain a high level of confidentiality.
• Ability to create, compose and edit written materials.
• Ability to analyze and solve problems.

Minimum Education, Training, and Experience Required

• High School Diploma required.
• Associate’s degree or vocational training preferred.
• Minimum of two (2) years’ prior experience in an office setting required.

Patient Contact

Must demonstrate and maintain current knowledge and skills in providing appropriate care/contact for patients in the following age groups:

X Performance of job does not require patient contact

Physical Demands:

Sedentary - Light Work - Lifting up to 15 pounds on an infrequent basis (less than one lift every three minutes). While work is mostly done sitting, a certain amount of walking or standing is often necessary.

Ergonomic Risk Factors:

Repetition: Repeating the same motion over and over again places stress on the muscles and tendons. The severity of risk depends on how often the action is repeated, the speed of the movement, the required force and muscles involved.

Awkward Posture: Posture is the position your body is in and its effect on the muscle groups that are involved in the physical activity. Awkward postures include repeated or prolonged reaching, twisting, bending, kneeling, squatting, working overhead with your hands or arms, or holding fixed positions.

Working Conditions:

A. Bloodborne Pathogens Exposure Risk: Category C – NO exposure to blood or body fluids.

B. Works in well-lighted/ventilated office areas.

Reporting Relationship:

Reports to Supervisor/Manager