What are the responsibilities and job description for the Administrative Assistant position at Trusted Doctors?
Description
We are looking for an Experienced full-time Administrative Assistant for our Pediatric Office in Alexandria. Under the direct supervision of the Practice Administrator, this position provides administrative and secretarial support for the Practice Administrator and other members of the management team. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures. Our Pediatric office is a GREAT PLACE to work offering excellent benefits such as: Paid Time Off; 401k; Health Insurance and Paid Holidays.
Requirements
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The employee must be able to perform each essential function effectively to be successful in this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities.
- Establishes, develops, maintains and updates filing as needed. Retrieves information from files when needed.
- Conduct research, assemble and analyze data to prepare reports and documents.
- Organizes and prioritizes large volumes of information and calls.
- Sorts and distributes mail. Opens mail for the business office. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
- Answers phones for the business office. Takes messages or fields/answers all routine and non-routine questions.
- Acts as a liaison with other departments and outside agencies. Handles confidential and non-routine information and explains policies when necessary.
- Works independently and within a team on special non recurring and ongoing projects. Acts as project manager for special projects, at the request of the Practice Administrator, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
- Order office supplies (clinical and administrative)
- Aid with onboarding new staff and offboarding
- Order lunch for meetings
- Assist with checking in patients, scheduling appointments, collecting copays, provide weekend coverage at the front desk
- Ensure privacy and security is maintained in all aspects of job.
The preceding list of essential functions is not exhaustive and may be supplemented.
EDUCATION, QUALIFICATION AND CREDENTIALS:
- A high school diploma and a minimum of 2 years administrative experience are required.
- An associate’s degree and 3 years of administrative experience is preferred.
SKILLS, KNOWLEDGE AND ABILITIES:
- Must possess and demonstrate a high degree of organizational ability and communication skills.
- Ability to apply common sense to deal with problems involving a variety of factors in normal situations.
- Ability to communicate effectively with staff, members of the community, and with business partners.
- Has basic computer experience including Microsoft Office, EMR, and email.
This job description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, abilities and working conditions may change as needs evolve. This job description is not to be construed as a contract for employment.
