Under the general direction of the Supervisor of Health Care Services Administration, the Administrative Assistant III provides administrative support for the Department of Health Care Services. Duties include calendar management, scheduling meetings, typing, PowerPoint presentations, Conducting Webinars, Visio Org. Charts, proofreading routine and technical departmental documents, filing, photocopying/scanning, faxing, assembling packets for mailings, processing forms, entering data into systems, generating and distributing reports, posting documents to the Intranet, and performing special projects as assigned. Maintains an organized office and work environment.
KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS* (in order of importance)
Supports HCS department teams by maintaining multiple complex calendars, scheduling and coordinating internal and external meetings. Notifies appropriate personnel of conflicts as well as confirmation of room setup, visual needs, and catering when applicable. Resolves calendar schedule conflicts within guidelines set by calendar owner.
Types, produces and/or distributes letters, memos, reports, manuals, PowerPoint presentations, conduct webinars, produce contracts, logs, technical documents such as statistical spreadsheets, flow-charts, and graphs, Rightfax distribution . Proofreads such documents to check for typographical, grammatical, and usage errors and makes necessary revisions to achieve consistency and clarity
Enters confidential member information into multiple systems, databases, and spreadsheets. Performs data lookups in multiple systems to collect information. Generates simple to complex reports for management by running established queries or compiling information into documents.
Performs general office duties such as sorting departmental mail, filing, faxing, and photocopying/scanning. Organizes office supply inventory, greets visitors, makes travel arrangements according to company policy, processes check requests and expense reports, maintains and updates department listings and organizational charts. May post timely documents to the Intranet.
Assists the Administrative Supervisor and administrative staff in special projects and clerical tasks as assigned. Provides coverage for other administrative staff in Health Care Services Administration, if needed. Updates procedure manual as changes occur.
Provides departmental process support such as submission of IT requests and real estate requests, or set up of office space for new hires. May assist with space planning or other activities in support of the department.