Clinic Administrative Assistant

Talentify; Ottawa (IL); On-site; USD 19,000 - 30,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company match

Paid time off

Parental leave

Job summary

Fresenius Medical Care in Ottawa, IL seeks an experienced administrative assistant to perform secretarial and clerical duties, manage calendars, handle correspondence, and support management with confidential tasks. You will screen calls, process mail, arrange travel, prepare reports, and coordinate meetings with internal teams and external partners, maintaining filing systems and databases.

The role requires 1–2 years of related experience, proficiency in Microsoft Office, and strong

Qualifications

• 1–2 years of related experience.
• Knowledge of business vocabulary and procedures.
• Proficient in Microsoft Office and data handling.
• Professional front office etiquette.

Responsibilities

• Provide secretarial and administrative support including confidential tasks.
• Screen calls, open mail, schedule appointments and maintain calendars.
• Set up and maintain official filing systems and records.
• Prepare memos, agendas, minutes, and policy explanations.
• Coordinate travel arrangements and expense reports.
• Assist with department reporting and form completion.
• Interact with management and external customers; support various departments.

Skills

Organizational skills

Professional communication

Analytical reasoning

Front desk etiquette

Administrative support

Education

High School Diploma

Secretarial training

Tools

Microsoft Office

Excel

PowerPoint

Database programs

Job description

PURPOSE AND SCOPE:

Executes secretarial and administrative assignments of confidential nature and relieves management of clerical, administrative and business detail as necessary. Performs standard administrative functions such as screening telephone calls, opening mail, scheduling appointments and maintaining the calendar, sets up the office filing system, and coordinates meetings.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Under general supervision, provides a broad range of secretarial & administrative support that may include details of a confidential nature.
• Executes secretarial and administrative assignments of a complex and confidential nature and relieves management of clerical work, administrative, and business detail as necessary.
• Sets up and maintains official department filing system, records management, databases.
• Prepares memos, correspondence, agendas, minutes, and policy explanations.
• Collects, compiles and analyzes information as required by manager(s). Assists in department reporting requirements and form completion.
• Assembles budgets and tracking budget expenses and variances. Pays and tracks invoicing.
• Performs standard administrative functions such as screening telephone calls, opening mail, scheduling appointments and maintaining the calendar, and coordinating meetings (internal or external.)
• Organizes travel arrangements and completes expense reports.
• Interfaces with a various levels of management across organizations and with external customers.
• May serve as a point of contact for other departments such as IT, HR, building and facilities, etc.
• Assist with various projects as assigned by direct supervisor.
• Other duties as assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• The physical demands and 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.

SUPERVISION:

• None

EDUCATION:

• High School Diploma required, some specialized secretarial training preferred.

EXPERIENCE AND REQUIRED SKILLS:

• Minimum 1 – 2 years of related experience.
• Knowledge of business & technical vocabulary.
• Familiar with standard business concepts, practices & procedures within administrative support.
• Able to employ basic reasoning and analytical skills.
• Proficient in computer software such as Microsoft Office products, spreadsheets, presentations, database programs.
• Proficient in organizational operations & procedures.
• Experience handling incoming phone calls; remains professional at all times; front office etiquette.

The rate of pay for this position will depend on the successful candidate’s work location and qualifications, including relevant education, work experience, skills, and competencies. Rate: $13.89 - $21.92

Benefit Overview: This position offers a comprehensive benefits package including medical, dental, and vision insurance, a 401(k) with company match, paid time off, parental leave.

Fresenius Medical Care maintains a drug-free workplace in accordance with applicable federal and state laws.

Fresenius Medical Care is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sexual orientation, gender identity, parental status, national origin, age, disability, military service, or other non-merit-based factors