Administrative Assistant II

GENERAL STATEMENT OF JOB

The Administrative Assistant provides clerical and administrative support to a Grafton senior manager or administrator and/or department. Duties include preparing a variety of documents correspondence and program reports which may require researching and gathering information for inclusion in prepared material. Maintains records databases and program files; maintains assigned manager(s) calendar and schedules meetings according to priority and availability; and maintains contact with other departments and outside agencies or organizations for the purpose of obtaining and providing information.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• Prepares letters and correspondence from drafts notes and/or information from other documents. May take initiative to develop and prepare responses to routine or frequent inquiries as appropriate.
• Schedules appointments for supervisor with internal staff as well as external agencies and organizations. Maintains calendar of supervisors time and meetings and works to resolve scheduling conflicts as they arise.
• Prepares program related forms records reports and other documents from drafts and from identifying information from provided forms and documents i.e. purchase orders incident records policy and procedure manuals enrollment forms etc. Obtains necessary signatures for processing prepared forms.
• Enters updates and maintains data base information such as consumer face sheets address and contact lists. Generates lists print outs and programmed reports
• Maintains program files and records ensuring that all necessary documentation is retained identifies missing documents that should be part of files or records purges unnecessary or outdated information.
• Answers incoming telephone calls obtains nature of the call and transfers the call to the appropriate staff member. Takes phone messages for staff out of office. Answers routine caller questions as appropriate
• Greets visitors and notifies the visitors pointofcontact staff
• Distributes incoming mail correspondence memorandums reports and other pertinent information to appropriate staff as needed.
• Xerox service calls as needed
• Order office supplies
• Maintains visitors badges and SignIn Logs at switchboard
• Other duties as assigned

ADDITIONAL JOB FUNCTIONS

• Assists with distribution of documents not limited to medical departments case management department clinical departments maintenance department academic residential or other assigned departments as needed.
• Must be familiar with Microsoft Office including but not limited to the following office functions: typing correspondence mail merges database and spreadsheet maintenance. Must be familiar with creating documents in Microsoft Office.
• Must be familiar and comfortable with using copier equipment facsimile phone systems computer equipment and other office equipment that may be needed to complete the required tasks.
• Assigned duties will be specific per department and will require the ability to adapt to departmental needs as assigned.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school and 1 2 years of experience in secretarial and administrative work; or any equivalent combination of training and experience which provides the required knowledge skills and abilities.

EMPLOYEE BENEFITS

• Medical dental and vision
• Flexible Spending & Health Savings Accounts
• 401(k) including an employer match
• Generous Paid Time Off plan
• Education Assistance
• Life Insurance
• Employee Assistance Program (EAP)
• Shortterm disability (STD)
• Longterm disability (LTD)
• As Grafton is a 501(c)3 nonprofit you may be eligible for federal student loan forgiveness

Compensation

• Starting at $19.09/hr. up to $30.10/hr. based on experience

Grafton is an equal employment opportunity employer and tobaccofree workplace.

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