Administrative Office Assistant

The following statements are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all duties and responsibilities required of personnel so classified. Position Summary: The Administrative Assistant is assigned to perform secretarial support for the Management staff on a priority, time-permitting basis. The Administrative Assistant will assist with clerical, administrative duties and other essential clinic functions to support the needs of the Administrative Services Department, the clinic, its clients and the management team. Core Duties And Responsibilities: Maintain confidentiality of all matters. Perform a variety of complex oral and written assignments and administrative/secretarial duties relative to daily tasks assigned. Prepare documents assigned, i.e., letters, in-house correspondence, reports, and proposals as requested. This could include correspondence of confidential nature, i.e., Tarasoff, Department of Justice, personnel, etc. Prepare Clinic information, flyers, brochures, posters, signs, etc. as assigned.Provide assistance and maintain a filing system(s) for management staff as directed.Keep track of schedule and make appointments, conferences or meetings for assigned management staff. Prepare documents/projects as required for attendance. Assist direct supervisor with special projects as directed.Answer executive telephone calls and take messages as required for assigned management staff. Refer phone call to other staff members who may better serve the callers needs if applicable.Meet and greet visitors to the management office.Generate, transcribe and type minutes from assigned meetings and distribute as appropriate within 48 hours.Open and distribute mail as needed.Maintain incoming and outgoing FAX logs and keep on file as directed. Distribute incoming Faxes to personnel.Other duties as assigned.Comply with all Company policies and procedures as applicable.