Administrative Assistant

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as Receptionist for Administrative Building.
• Receive and distribute incoming mail from U.S. Postal Service and process outgoing mail. Maintain postage machine and refill the meter as needed.
• Receive and distribute incoming packages from private delivery companies.
• Monitor administrative fax, distributing information appropriately.
• Order office supplies and printed materials as requested. Receive packing slips and invoices for supplies and match to orders.
• Schedule meeting rooms and order food.
• Enter doctor meetings in NextGen system.
• Prepare and distribute doctor weekly schedule.
• Assist Marketing Director with inventory, assembly and distribution of marketing brochures and materials.
• Type, copy, and distribute other information as directed by Doctors or Management Team members.
• Record and keep logs of certified letters being sent to dismissed patients per the Compliance Coordinator.
• Collect used toner cartridges and determine shipping destination.
• Maintain P-card account.
• Prepare new employee information packets per Human Resource Director.
• Maintain a record of employee vehicle insurance cards and send request for insurance cards to employees when card expire.
• Issue employee nametags as requested.
• Order flowers for hospitalizations, babies, funerals, etc. per request of Management Team members.
• Assist shareholders as requested in completing administrative tasks.
• Handles confidential reports, letters, memos pertaining to administrative/clinical/corporate matters.
• Create templates and layouts for clinical, administrative and optical forms as needed.
• Create letters for discharged patients per CCO and CAO.
• Post notifications when offices are closed, etc.
• Assist with the ordering and distributing of ESA t-shirts per the Marketing Director.
• Other duties as asigned

QUALIFICATIONS:

• High School Diploma required
• Associates or Bachelors in business Administration preferred
• Proficient in all MS applications including Adobe
• Capability to handle multiple tasks simultaneously
• Ability to work well with physicians and all staff members
• Excellent phone etiquette and multi-line phone operations
• Excellent customer service skills for internal and external customers
• Strict confidentiality maintenance at all times
• Excellent verbal, written, and interpersonal communication skills
• able to work independently

Office hours 7:30am-4:30pm Monday-Thursday 7:30am-12:00pm Friday

We offer a full benefits package: Medical, Dental, Vision, 401K, Life, LTD and Supplemental Polices