Administrative Assistant

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