Administrative Assistant

Visiting-Angels; Eugene (OR); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Vision insurance

401(k)

401(k) matching

Company parties

Dental insurance

Job summary

Visiting Angels Oregon in Eugene is seeking an Administrative Assistant to support day-to-day operations, handle customer service, clerical tasks, phone duties, and general staff support. The role contributes to upholding the company's Vision Statement: “We provide a profoundly remarkable experience,” through welcoming visitors, coordinating schedules, processing documents, and maintaining office systems.

Ideal candidates are detail-oriented, possess strong communication skills, and are

Qualifications

• Ability to handle high activity levels and multitask.
• Strong communication and people skills.
• Customer service orientation with a team focus.
• Proficient computer skills with basic office software.

Responsibilities

• Greet visitors and direct them appropriately; manage reception area.
• Answer and forward calls; provide basic information when needed.
• Distribute mail and maintain conference/ reception areas.
• Purchase and manage office supplies; ensure security procedures.

Skills

Interpersonal and communication skills

Customer service orientation

Attention to detail

Proficient computer skills

Job description

Benefits:

• Health insurance
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching
• Company parties
• Dental insurance

OVERVIEW & JOB SUMMARY

The purpose of the Administrative Assistant position is to ensure that day to day business activities are supported and enhanced. The role the Administrative Assistant includes a broad range of duties including: customer service, clerical activities, phone responsibility and general support of the administrative staff.

The Administrative Assistant will play an integral role in in the company’s efforts of upholding the Vision Statement of Cassiel DBA Visiting Angels, which states, “We provide a profoundly remarkable experience”.

DUTIES AND RESPONSIBILITIES

Office Services

• Administrates the reception area to ensure effective telephone and mail communications, both internally and externally, to maintain professional environment and culture
• Serve visitors by greeting, welcoming, directing and announcing them appropriately
• Answer, screen and forward incoming phone calls, as needed to individuals, departments or offices, while providing basic information when needed.
• Distribute incoming and prepare outgoing mail
• Maintain the reception/entry and conference areas in a professional manner
• Purchase and manage use of office supplies
• Maintain security by following procedures and controlling access to the rest of the office
• Update contact information
• Perform other clerical duties such as photocopying, scanning, etc.

Administrative Support

• Coordinates overall administrative activities for the office & assist, as requested by staff
• Maintain and communicate company calendar and schedule of training
• Perform scheduling tasks as directed by Managers and Directors utilizing WellSky
• Assist in preparing employee orientation and class materials, assessment folders & Client communications
• Maintain Caregiver files, records, data
• Make badges for new hires and replacements
• Send correspondence letters and cards, as requested by staff
• Schedule and organize meals for trainings and other organized events

Administrative Assistant Job Description

Human Resources

• Distribute employee communications (handbooks, 401K eligibility, monthly safety tips, updates, notices, etc.)
• Compile and keep up to date hiring documents and information packets (current I-9, tax documents, etc.)
• Assist with employee recognition activities
• Inform, follow up, receive and upload Annual trainings, expirations on necessary files, completion of WOTC questionnaires, etc.

Marketing

• Communication of Referral contacts/phone calls
• Compile marketing materials (assessment folders) and communication Notebooks for client services
• Schedule and organize meals for trainings and other organized events

Qualifications

• Able to work in an environment with a high level of activity
• Interpersonal and communication skills
• Customer service orientation
• Attention to detail
• Proficient computer skills