Administrative Assistant 3 - Easterseals Southern California

Under general guidance, performs a variety of administrative support activities for the efficient operation, as well as leading and providing direction to other Administrative Assistants within the department. Facilitates office operations through the coordination of phones, mail, supplies, equipment and support. Compiles, audits, and analyzes information for inclusion in reports or presentation materials.

Hiring range: $26-$28/hr

ESSENTIAL FUNCTIONS:

• Leads and provides guidance to administrative assistants to ensure the highest quality of service with assignments, reports, and communications. Hires, trains, evaluates, and counsels administrative assistants, as necessary.
• Provides support in meeting organization and preparation; sets agenda and takes notes. Assists with the scheduling and posting of deadlines. Provides support with setting up safety meetings and in-office drills.
• Maintains manager’s calendar; organizes and schedules appointments; books travel arrangements as necessary. Submits and reconciles expense reports.
• Answers and directs phone calls; retrieves messages. Checks incoming and outgoing mail. Writes and distributes email, correspondence, memos, letters, faxes and forms.
• Assists with the maintenance and updates to division policies and procedures when needed. Maintains contact lists and filing systems. Assists in the preparation of regularly scheduled reports.
• Aggregates and produces monthly data reports on network provider performance.
• Coordinates and oversees audit data review as necessary.
• Performs other duties as assigned.

EDUCATION:

• Requires a High School Diploma, GED, or national equivalent

EXPERIENCE:

• 5+ years of related experience.

KNOWLEDGE, SKILLS, ABILITIES:

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint), Windows-based applications, databases, and internet usage.
• Excellent organizational, decision-making, and oral and written communication skills to be able to communicate effectively with all levels of associates, physician’s office personnel, and the general public.
• Ability to assist in efficient office operations, work independently, and as a team member.
• Ability to maintain customer-service orientation and professionalism in all interactions.
• Ability to exercise discretion and confidentiality pertaining to the work environment.
• Ability to prioritize and organize workload and be able to produce high-quality results with meticulous attention to detail.
• Ability to remain focused and flexible while shifting/changing priorities, heavy workload and tight
  deadlines.
• Ability to acquire an understanding of organization and department policies and practices.
• Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals of Southern California and/or program requirements.
• Ability to travel locally; maintain driving record in compliance with Transportation Safety Standards; maintain auto insurance and vehicle registration.
• Must pass all drug testing required by ESSC.