Position Summary:
The Administrative Assistant is responsible for providing administrative support and ensuring efficient office/program operations.
Essential Functions:
- Creates and maintains spreadsheets and reports for tracking and reporting departmental information.
- Creates, maintains and closes individuals’ files in electronic records management systems.
- Prepares, scans and files individuals’ documents into electronic records management systems.
- Orders and maintains adequate inventory of supplies, including but not limited to, medical supplies, paper products, office supplies, etc.
- Provides professional communication for internal and external stakeholders and responds to inquiries in a timely manner. This may include written communications such as newsletters, program materials, correspondence, etc.
- Provides administrative support for department, including but not limited to, scheduling meetings/appointments, and providing logistical and team support. May also perform check requests, mailings, filing, and other support activities.
- Prepares and sends information for billing. This may include reviewing and verifying individuals’ authorizations, monitoring/tracking services, and maintaining billing and attendance spreadsheets.
- Greets visitors to the office/building and answers incoming phone calls.
- Supports program quality, safety and compliance measures, performs general upkeep of office space, and may ensure building maintenance is performed as needed.
Position Competencies:
- Excellent interpersonal and communication skills to build relationships with a variety of stakeholders.
- Excellent attention to detail with high-level organizational and multi-tasking skills that reflect the ability to perform and prioritize multiple tasks seamlessly.
- Knowledge of office equipment, computer systems and intermediate-level knowledge of Microsoft Office suite.
Easterseals Midwest Core Competencies:
- Adaptability & Initiative: Adapts to changes in the work environment and prioritizes activities to manage work responsibilities.
- Communications: Communicates and exchanges accurate information through a variety of methods.
- Dependability: Executes job duties within specified timeframes in order to meet agency objectives.
- Job Knowledge & Quality: Maintains knowledge related to job responsibilities and ensures that output meets or exceeds established standards.
- Judgment & Problem Solving: Exhibits sound decision making skills and includes other staff in decision making when appropriate.
- Teamwork & Professionalism: Establishes and maintains effective relationships and works cooperatively in group situations.
Qualifications:
- Must have high school diploma or equivalent.
- One year program or administrative experience required.
- Must have knowledge of Microsoft Office suite including knowledge of Excel.
Additional Requirements:
- This position may travel locally as needed.
- Must have current driver’s license and proof of insurance.
- Must complete and maintain all required trainings/certifications.
- Must maintain confidential information in accordance with HIPAA regulations.
Working Environment:
- Work is performed in an office environment.
- This job utilizes office equipment and computer/electronic devices.
Skills Required
- High school diploma or equivalent
- One year of program or administrative experience
- Knowledge of Microsoft Office suite, including Excel
- Current driver's license and proof of insurance
- Completion and maintenance of required trainings and certifications
- Maintain confidential information in accordance with HIPAA regulations
What We Do
Easterseals is leading the way to full equity, inclusion, and access through life-changing disability and community services. For more than 100 years, we have worked tirelessly with our partners to enhance quality of life and expand local access to healthcare, education, and employment opportunities. And we won’t rest until every one of us is valued, respected, and accepted. Through our national network of affiliates, Easterseals provides essential services and on-the-ground supports to more than 1.5 million people each year — from early childhood programs for the critical first five years, to autism services, to medical rehabilitation and employment programs, to veterans’ services, and more. Our public education, policy, and advocacy initiatives positively shape perceptions and address the urgent and evolving needs of the one in four Americans living with disabilities today. Together, we’re empowering people with disabilities, families and communities to be full and equal participants in society.
