Administrative Assistant Purchasing Dept. FT Days

GENERAL SUMMARY

Performs secretarial and administrative clerical duties within the department. Exemplifies services excellence on dealings with patients, co-workers, physician/nursing staff and the public.

Department: Purchasing
Location : Englewood Cliffs, NJ

Shift: 8 Hours

Hours: Mon-Fri: 8am-4pm

PRINCIPAL DUTIES & RESPONSIBILIES

1. Performs all administrative assistant duties for the Director of Materials Management and Support Services.
2. Types minutes of all committee meetings, agendas, memos as assigned, routine forms and policies and procedures.
3. Arranges committee meetings, appointments and maintains up to the date calendar of the same.
4. Open, sorts and distributes mail.
5. Performs administrative duties, answer telephone courteously and efficiently using service excellence telephone etiquette and redirects calls to appropriate recipients.
6. Greet vendor representatives and schedules appointments as requested.
7. Orders supplies for department.
8. Calculates payroll hours for all employees; maintains records of time off schedules and update Kronos.
9. Maintains files for all rebates in the department.
10. Maintains files for all recalls.
11. Arrange off-site storage of older department files.
12. Demonstrates service excellence standards in his/her daily interaction.
13. Performs other duties as required or directed by the Director of Materials and Support Services.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

• High School diploma or high school equivalency diploma.
• Intermediate knowledge of Microsoft Office programs and Excel.
• Extremely organized, punctual, excllent communication skills, ability to multi-task
• Ability to type forms, correspondence, reports, tables, etc from rough draft or dictation at a level normally required through completion of up to one-year course work in touch-typing.
• Ability to proof-read and edit non-routine correspondence, tables, forms for punctuation, spelling, grammar and typographical errors as well as draft routine correspondence; to perform non- complex arithmetic calculations when ordering supplies. Maintains records and filing systems at level normally acquired through completion of high school.
• Approximately 6-12 months progressively more responsible related work experience necessary to
  gain understanding of department/unit polices procedures and operations in order to assume
  noncomplex administrative duties such as coordinating meeting and conference, and answering
  non-routine questions from callers and visitors.
• Analytical skills necessary in order to handle non-routine, moderately complex administrative
  details and resolve workflow problems.
• Interpersonal skills necessary in order to deal effectively and courteously with a diverse group of
  internal callers and visitors, and a limited number of external contacts.
• Ability to concentrate and pay close attention close attention to detail for up 50% of work time
  when filing, typing and proofing materials.
• Ability to distribute department mail and other materials in a timely and organized manner.