Administrative Assistant

QUALIFICATIONS

Education and Experience

Minimum of High School diploma, 2 plus years administrative, secretarial or customer service experience a plus.

Certificates, licenses, registrations

• Valid South Dakota Driver’s license

• Must not be excluded from participating in Medicare, Medicaid, and any Federal health care program, as provided by the OIG, USDHHS.

Other qualifications:

• MS office proficient, exceptional customer service, general medical office duties.

• Must not be excluded from participating in Medicare, Medicaid, and any Federal health care program, as provided by the OIG, USDHHS.

ESSENTIAL DUTIES/CRITICAL JOB ELEMENTS

• Answer telephone, and give information to callers, direct calls to appropriate personnel

• Greeting clients and visitors

• Schedule appointments

• Enter data for new and reopened clients, Update client demographics and photos

• Type, Copy and Scan documents as needed.

• Mailings, including doctor appointment letters, other correspondence

• Prepare & deliver outgoing mail, distribute incoming mail

• Record and retrieve voicemail messages for after hours

• Scanning documents as needed

• Assist with data collection and reporting as needed

• Receiving and recording client payments

• Ordering & picking up coffee/office supplies

• Perform opening/closing procedures and unlock/lock offices at end of shift, as necessary.

• General office assistance, clerical and administration

• Direct System backup person

• Fax/Print distribution

• Other tasks as assigned

• Work hours are Mon-Thurs 8am-5pm (one night until 6 pm), Fri 8am-4pm

BASIC WORK EXPECTATIONS

Attendance.  Arrives at work and related meeting timely.  Is flexible outside of regular work hours to be responsive to the needs of clients or carry out other duties.

Professionalism. Approaches others in a tactful manner.  Reacts well under pressure. Treats others with respect and consideration regardless of their status or position.  Accepts responsibility for own actions.  Follows through on commitments.

Work as part of a team. Helps others; asks for help as needed.  Respects the rights of clients and co-workers.  Accepts supervision and direction from supervisor and gives constructive feedback for resolution of problems.  Balances team and individual responsibilities.  Exhibits objectively and openness to others views.  Gives and welcomes feedback.  Contributes to building  a positive team spirit.  Puts success of team above own interest.  Able to build morale and group commitments to goals and objectives.  Supports everyone’s efforts to succeed.

Dependability.  Follows instructions and responds to management direction. Takes responsibility for own action.  Keeps commitments.  Commits to long hours of work when necessary to reach goals.  Completes task on time or notifies appropriate person with an alternative plan.

Organizational support.  Follows polices and procedures.  Completes administrative task correctly and on time.  Supports organization’s goals and values.  Benefits organization through outside activities.  Supports affirmative action and respects diversity.

COMPETENCIES

Mathematical Skills.  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.  Ability to compute rate, ratio, and percent and interpret bar graphs.

Leadership.  Displays passion and optimism.  Inspires respect and trust.  Mobilizes others to fulfill the vision.  Provides vision and inspiration to peers.

Strategic thinking.  Understands organization’s strengths and weaknesses. Participates with a team to develop priorities, initiatives, and organizational goals

Adaptability. Adapts to changes in the work environment.  Manages competing demands. Changes approach or method to best fit the situation.  Able to deal with frequent change, delays, or unexpected events.

Initiative. Volunteers readily. Undertakes self-development activities.  Seeks increased responsibilities. Takes independent action and calculated risk.  Looks for and takes advantage of opportunities.  Asks for and offers help when needed. 

Innovation. Displays original thinking and creativity.  Meets challenges with

resourcefulness. Generates suggestions for improving work.  Develops innovative approaches and ideas. Presents ideas and information in a manner that gets others’ attention. 

Judgment. Displays willingness to make decisions.  Exhibits sound and accurate judgment. Supports and explains reasoning or decisions.  Includes appropriate people in decision-making process. Makes timely decisions.

Motivation. Sets and achieves challenging goals.  Demonstrates persistence and  Overcomes obstacles.  Measures self against standard of excellence.  Takes risk to accomplish goals.

Quantity and Quantity.   Meets productivity standards.  Completes work in a timely manner. Demonstrate accuracy and thoroughness.  Looks for ways to improve and promote quality.  Applies feedback to improve performance.  Monitors own work to ensure quality.

Planning/organizing.  Prioritizes and plans work activities.  Uses time efficiently.  Plans for additional resources.  Sets goals and objectives.   Develops realistic action

plans.