Administrative Assistant

Description

SUMMARY

Performs general administrative office assignments, medical record keeping, and functions as a communications link to and within the health care unit as appropriate.

RESPONSIBILITIES AND DUTIES

• Processes correspondence in a timely and systematic manner
  • Receives notes and routes correspondence to the Administrator and other personnel within and outside the healthcare unit as appropriate 
  • Prepares and distributes out-going correspondence as directed
  • Distribute meeting minutes and action item lists to committee members and other personnel as required
• Accurately  compiles and prepares reports
  • Prepares payroll for exempt, non-exempt, and contracted employees as appropriate
  • Prepares clinical and operational reports for the Administrator and Medical Director
  • Records and transcribes minutes for committee meetings, as well as for other meetings, and prepares action item lists
  • Compiles projects and reports from other healthcare staff as assigned by the Administrator
• Classifies and files all documents to be maintained in the office in a retrievable system  
• Schedules meetings, appointments, and work assignments to meet or exceed deadlines
  • Notifies attendees
  • Schedules contract physician hours as requested by the Medical Director
  • Prepares the calendar to reflect scheduled events as necessary 
• Communicates effectively and demonstrates respect, concern, and courtesy in all interpersonal communications
  • Protects confidentiality of information in written and verbal communications
  • Facilitates communication between the Administrator and other healthcare personnel by providing information concerning procedures, reports, directives, and instructions in an accurate, concise, and timely manner
  • Interacts with correctional staff positively and cooperatively
• Maintains skills and continues professional development to enhance the operations and image of the organization
  • Attends in-service and continuing education to obtain and maintain skills as appropriate
  • Supports the change process to improve the organization and the healthcare unit
  • Accepts assignments and extra duties with flexibility and willingness to participate in activities that help the health care unit meet its goal
• Adheres to personnel policies to enhance the operation of the healthcare unit
  • Adheres to the attendance policy
  • Reports to work at the designated time
  • Adheres to security policies including PREA requirements

Qualifications

QUALIFICATIONS

• Must be able to type a minimum of 60 words per minute.
• Must be familiar with dictation, transcription, and copying equipment. 
• Must receive a satisfactory background investigation report.

EDUCATION AND EXPERIENCE

• High School diploma or equivalent

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 regularly required to stand, walk, and talk or hear. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and climb or

balance. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.