Administrative Assistant

Paylocity; Fairview Heights (IL); On-site; USD 36,000 - 48,000; Full time

Job summary

Avid Health is seeking an Administrative Assistant to provide essential administrative support for day-to-day branch operations. The role involves answering calls, greeting guests, managing emails, and coordinating with Care Managers and recruiters.

The position requires a High School diploma (or equivalent), at least one year of related experience, and strong Microsoft Office skills. Travel may be required; HIPAA compliance is emphasized, with on-site work Monday–Friday.

Qualifications

• Education: High School Diploma or equivalent; some college preferred.
• Travel may be required; valid driver’s license and vehicle.
• Minimum of one year healthcare experience preferred.
• Proficient with multi-line phone systems and basic computer tools.
• Hours: Mon-Fri; some weekends/holidays; flexible when needed.
• Strong data entry, 35 wpm, and accurate typing.
• Bilingual English/Spanish a plus; strong communication is a must.

Responsibilities

• Participate in general office operations, including on-call duties if needed.
• Answer and direct calls professionally; take messages with details.
• Greet guests and direct to appropriate resources.
• Respond to general email inquiries and shared inbox.
• Provide excellent customer service in all interactions.
• Sort and distribute mail and packages.
• Maintain reception and shared spaces; manage supplies.
• Assist Care Managers with scheduling and orientations; help with events.
• Perform data entry in systems as needed.
• Follow HIPAA regulations and company policies.

Skills

Communication skills

Bilingual English/Spanish

Education

High School Diploma or equivalent

Some college preferred

Tools

Word

Excel

Windows

Email

Job description

Description

Avid Health delivers exceptional personalized in-home care services by hiring compassionate people who believe in taking care of our clients, fellow employees, and the communities we serve.

We believe in Access, Value-Based Care, Innovation, and Dedication to Quality.

JOIN OUR TEAM!

Avid is hiring an Administrative Assistant. This position is available immediately.

The role of the Administrative Assistant is to provide administrative support and assistance with day-to-day branch operations and staff.

Essential Job Responsibilities:

• Participate in all general office administrative operations including, if needed, on-call responsibilities, to ensure business continuity.


• Answer and direct calls in a professional and polite manner, taking complete and accurate messages with pertinent details for follow up, and deliver to responsible party in a timely fashion.


• Greet office guests and direct them to the appropriate resource.


• Monitor and respond to general email inquiries and shared inbox.


• Provide excellent customer service in all interactions.


• Sort and distribute incoming mail and packages.


• Maintain clean and organized reception area, as well as shared office spaces including but not limited to, conference room(s), file room, and supply closet.


• Inventory office supplies and marketing items, and place orders when required.


• Assist Care Managers with calls to fill vacant shifts, Recruiter with scheduling and preparing for orientations or job fairs, and Operations Manager with ad hoc requests or projects.


• Perform data entry in systems as needed.


• Sort and file paperwork in proper location.


• Participate in company meetings, training, and events as required.


• Follow Agency Policies and Procedures and ensure all HIPAA regulations are adhered to.


• All other duties as assigned.

Requirements

Qualifications:

• Education: Minimum High School Diploma (or equivalent). Some college preferred.


• Travel: Travel may be required for business purposes. The employee must have a valid driver’s license issued by the state in which they work, a satisfactory driving record, and an operational vehicle.


• Work Experience: Minimum of one year related experience required, preferably in a healthcare setting. Working knowledge of multi-line phone and computer systems.


• Hours of Work: Monday-Friday, weekends and holidays as needed. Occasional need for flexible hours to meet the educational needs of staff and agency. Able to rotate calls and respond to assist as needed if on call.


• Skills and Additional Requirements:


• Essential Technical Skills: Working knowledge of Word, Excel, Windows, Email, typing of 35 wpm and accurate data entry skills.


• A specific understanding of geographical/cultural requirements of branch office is preferred.


• Satisfactory verbal and written communication skills.


• Ability to concentrate with frequent interruption, handle pressure of deadline, good judgement, ability to follow procedures, ability to work independently.


• Ability to prioritize work activities and complete assignments in a self-directed manner with minimum need for constant supervision

Language : Bilingual – English/Spanish a plus.

ADA Requirements:

• Candidates will have the physical ability to perform job-related duties, which may require lifting a minimum of 10 pounds, bending, stooping, stretching, pulling, and pushing.