Admin Assistant

Description

SUMMARY

We are seeking an organized and proactive Administrative Assistant to join our organization. You will support the biomed staff with clerical duties, including answering phones, making copies, and organizing files. When necessary, you will also input information into our database to ensure our electronic files are updated. We prefer candidates who have some administrative support experience, but we are willing to train the right person.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Enter data on spreadsheet documents and into Computerized Maintenance Management System
• Answer phones and greet visitors
• Schedule appointments and maintain calendars
• Schedule and coordinate staff and other meetings
• Collate and distribute mail
• Prepare communications, such as memos, emails, invoices, reports and other correspondence
• Write and edit documents from letters to reports and instructional documents
• Create and maintain filing systems, both electronic and physical
• Manage accounts and perform bookkeeping
• Maintain on-call roster for technicians in region
• Manage the servicing of office equipment, including pagers, the telephone system, fax machines and copiers
• Generate purchase orders for repair parts and purchased services as requested by the staff
• Receive and process vendor invoices; submit accurate and valid invoices to accounting on a high frequency basis

   REQUIRED EXPERIENCE, EDUCATION, AND SKILLS

• Associates Degree in Office Management or General Office Practice
• High school diploma or equivalent education required
• 3 years of administrative assistant experience
• Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, Microsoft PowerPoint and Adobe Acrobat
• Self-directed and motivated
• Customer-service oriented
• Detail-oriented
• Analytical and capable of decision-making
• Excellent organizational skills and be capable of handling multiple projects and tasks
• Excellent written and verbal communication skills 

PHYSICAL AND MENTAL DEMANDS

Requires excellent communication and follow through skills. Occasionally dealing with high stress service issues relating to timely financial management. This position is largely sedentary but may require walking, bending, kneeling, stooping, crouching, or climbing. Works constantly (67% to 90% of the time) on the phone and computer.  Must be able to move around workplace and between different office locations.  

WORKING CONDITIONS

This job operates in a professional office environment and requires contact with staff and public. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Work is performed in air conditioned/heated facilities.  

SPECIAL EQUIPMENT

Company promotes an equal employment opportunity work force which includes reasonable accommodation of otherwise qualified disabled applicants and employees. Please see Human Resources should you have any questions about this policy or these job duties.

EEO 

The InterMed Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. 

THIS DESCRIPTION MAY NOT BE ALL INCLUSIVE AND EMPLOYEES ARE EXPECTED TO PERFORM ALL OTHER DUTIES AS ASSIGNED AND DIRECTED BY MANAGEMENT. JOB DESCRIPTIONS AND DUTIES MAY BE MODIFIED WHENEVER DEEMED APPROPRIATE BY MANAGEMENT