Administrative Assistant 1

EASTERSEALS ARKANSAS; United States; On-site; USD 18,000 - 26,000; Full time

Job summary

Easterseals Arkansas is seeking a friendly front desk receptionist and administrative assistant to manage front office operations, answer calls, greet visitors, and support program staff.

You will handle clerical tasks, maintain lobby spaces, document IDT notes as requested, and help with supplies while ensuring HIPAA compliance and professional service.

Qualifications

• Associate degree or equivalent required.
• Strong written and verbal communication skills.
• Proficient in MS Word, Excel, and Outlook.

Responsibilities

• Greets individuals served, families and visitors with a positive attitude.
• Answers phones professionally and routes calls to the correct program.
• Provides general information about Easterseals Arkansas and its services.
• Maintains visitor logs and badges for security purposes.
• Supports administrative tasks such as copying, filing, and laminating.
• Prepares and maintains lobby, meeting and training spaces.
• Transcribes IDT notes and assists with data reporting as needed.
• Performs ad-hoc administrative duties and orders supplies as requested.
• Provides excellent customer service.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Education

Associate degree (A. A.) or equivalent from two-year college or technical school

Tools

Microsoft Office

Job description

Description

Summary: This position is responsible for the proper handling of front office reception and administrative duties, ensuring all incoming and out-going calls are attended to, in addition to professionally attending to individuals served, their families, visitors, and vendors of the organization.

Essential Duties and Responsibilities

• Greets individuals served, their families, and visitors with a positive, helpful attitude.
• Assists individuals served, their families, and visitors in finding their way around the different facilities.
• Answers phones in a professional manner, routing calls or taking messages as necessary and ensuring that caller is connected to correct program/department if inquiring for services or other assistance.
• Provides general information about Easterseals Arkansas and the various programs and services provided.
• Helps to maintain workplace security by issuing, checking and collecting badges as necessary and maintaining visitor logs.
• Assists with a variety of administrative tasks including copying, faxing, laminating, filing, etc.
• Prepares and maintains lobby, meeting and training rooms.
• Assists colleagues with administrative tasks.
• Transcribes inter-disciplinary team (IDT) notes and compiles data for reports, as requested.
• Performs ad-hoc administrative duties.
• Assists in inventory and ordering of supplies as requested.
• Provides excellent customer service.
• Conducts and documents emergency drills as required by licensing bodies as assigned.

Compliance/HIPAA

While performing the duties of this job, employee will comply with all federal, state and local laws and regulations pertaining to Easterseals Arkansas.

Employee will have limited access to client protected health information within his/her job responsibilities. Employee will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.

Supervisory Responsibilities

No supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate degree (A. A.) or equivalent from two-year college or technical school; or one- year related experience and/or training; or equivalent combination of education and experience.

Competencies

Consistent, professional dress and manner.

Excellent written and verbal communication skills.

Competency in Microsoft applications including Word, Excel, and Outlook.

Good time management skills.

Experience with administrative and clerical procedures.

Able to contribute positively as part of a team, helping out with various tasks as required.

Certificates, Licenses, Registrations

None

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; talk; and hear. The employee is frequently required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate.

Easterseals Arkansas has designated this position as a “non-safety sensitive” position under the Arkansas Medical Marijuana Amendment