Administrative Assistant

OnShift, Inc.; Crossville (TN); On-site; USD 32,000 - 52,000; Full time

Job summary

OnShift, Inc. is seeking a dedicated Administrative Assistant to support the Administrator with clerical tasks, scheduling, and record-keeping. You will manage databases, prepare reports, take minutes, and maintain filing systems.

The role requires five years of secretarial experience, strong organizational and communication skills, and proficiency with spreadsheets, databases, and word processing programs. Applicants should be professional in demeanor and able to handle confidential information.

Qualifications

• Five years of secretarial experience.
• Computer experience with spreadsheets, databases, and word processing program.
• Excellent organizational skills.
• Excellent interpersonal and communication skills.

Responsibilities

• Maintains productivity databases and prepares reports/graphs for Administrator.
• Attends meetings with Administrator to record minutes and ensure follow-up.
• Provide general clerical support for the Administrator.
• Establish and maintain filing system for general correspondence and information.
• Provide requested reports for Administrator and other management staff.
• Assist with scheduling, meeting preparation and agenda.
• Maintains tracking list of Administrator tasks.
• Assist in the maintenance of confidentiality of all information and materials related to administration.
• Assist in the development and implementation of Administrative record keeping.

Skills

Secretarial experience

Spreadsheets

Databases

Word processing

Organizational skills

Interpersonal and communication skills

Tools

Microsoft Word

Microsoft Excel

Database software

Job description

Responsible for general clerical and administrative support for the Administrator.

QUALIFICATIONS

• Five years of secretarial experience.
• Computer experience with spreadsheets, databases, and word processing program.
• Excellent organizational skills.
• Excellent interpersonal and communication skills.

KEY RESPONSIBILITIES

• Maintains productivity databases and prepares reports/graphs, weekly/monthly for administrator as requested or assigned.
• Attends meetings with Administrator to record and report minutes and ensure follow-up when necessary.
• Provide general clerical support for the Administrator.
• Establish and maintain filing system for general correspondence and information.
• Provide requested reports for Administrator and other management staff.
• Travels with Administrator as requested.
• Assist with scheduling, meeting preparation and agenda.
• Maintains tracking list of Administrator tasks.
• Assist in the maintenance of confidentiality of all information and materials related to administration.
• Provide input and clerical support for revision and development of company policies and procedures and manuals.
• Assist in the maintenance of the Administrative information system database.
• Maintain communication with administrator and administrative staff.
• Support the continuous improvement initiatives and be proactive in the identification of process improvement opportunities in the Administrative area.
• Assist in the development and implementation of the Administrative record keeping process and procedures.
• Assists with the processing of employee time sheets on a weekly basis.
• Files all relevant paperwork in patient charts.
• Puts together and maintains admission books for use in the admission of new patients.
• Acts as receptionist for front lobby area.
• Performs reference checks on all new employees for local office.
• Copies and distributes QPC newsletter bi-weekly to all employees.
• Orders office supplies and assists other offices with replenishing necessary forms.
• Assists in distributing paperwork and supplies to CNA’s, LPN’s, etc
• Maintains current directions to patient homes for HMA’s, CNA’s, and LPN’s.
• Maintains confidentiality of information related to business practices, business activities, and personnel.
• Attends inservices, seminars, or other meetings as assigned by the Administrator.
• Maintains a professional attitude when working with staff, fostering the team philosophy and team environment for all personnel.
• Does not allow personal affairs to interfere with scheduled work time.
• Maintains a professional appearance at all times.
• Provides proper notification and/or advanced notice of absence or tardiness without abuse.
• Participates willingly with special projects and/or overtime work when requested.

Quality Private Duty Care is an Equal Opportunity / Affimative Action Employer

All qualified applicants will receive consideration for employment without regard to disability, race, color, veteran status, religion, sex, or national origin.