Job Overview & Purpose: The Administrative Assistant is responsible for performing routine clerical and administrative functions such as assisting the Hospital Manager, Medical Director, and Assistant Managers in a number of ways in order to meet the goals of the business, organizing and maintaining files, and running reports along with other various activities.

Responsibilities and Duties:

• Assist with controlled drug reporting and auditing (completes MAPS forms daily)
• End of Day reconciliation
• Submits for reimbursement for client refunds
•           Administrative filing of employee paperwork and other confidential documents
•           Create training packets for upcoming training classes
•      Orientating new employees and assisting with onboarding by updating various spreadsheets and scanning new hire data
•          Running errands as needed (bank, Health Department, hardware store, etc.)
•          Supports team morale through various efforts including ordering flowers for staff/rDVMs, ordering food on weekends, brainstorming gift ideas, supporting on shift as needed on the floor, etc.
•          Organizes team building/community service events such as Habitat for Humanity, Kids Food Basket, etc.
•          Assists with management of BirdEye responses and documenting client concerns
•          Updates employees on AEH website
•          Clinic updates from rDVM visits/assembling goodie bags/gift for rDVMs
•          New product research and ordering clinic supplies upon request
•          Rotate completing monthly tardy reports, perfect attendance, and missed days report
•          Monitor Bonusly for appropriate use (Tuesday)
•          Assist with schedule updates and time clock corrections

Minimum Education and Training

Prefer an Associate’s degree along with prior experience in an Administrative Assistant or similar role. High school diploma or GED is required.

Knowledge, Skills, Abilities, and Standards Required

Skills:

·       Decision-making: Administrative Assistants have to make independent decisions on a daily basis, addressing the best way to handle specific tasks.

·       Communications and collaboration: An Administrative Assistant must collaborate with management on a regular basis.

·       Organizational skills: Organization and prioritization are the core elements of the Administrative Assistant’s responsibilities. You must know how to keep yourself organized and how to determine which tasks are the most important in a given list.

·       Writing: Spelling, punctuation, sentence structure, and writing are essential to an Administrative Assistant, who must be proficient in a variety of styles, from creative to professional to technical to education and more.

Abilities:

·       Oral Comprehension

·       Near Vision

·       Oral Expression

·       Written Comprehension

·       Written Expression

Physical Requirements:

·       Able to operate a variety of machines and equipment including a computer, telephone, general office equipment, etc.,

·       Able to bend, stand, stoop, walk, sit, talk and listen

·       Able to carry equipment up to 25 pounds or carry equipment over 50 pounds with assistance.

Working Conditions:

·       Employee may be exposed to diseases and illness, hazardous work environments, unpleasant and noxious fumes and odors.

·       Works primarily indoors in an office environment sitting for the majority of your day.

Teamwork:  defined as “Cooperative effort by the members of a group to achieve a common goal and/or outcome.”

·       Participates in a positive manner in all group sizes.

·       Refrains from participating in gossip.

·       Supports team members by assisting other areas, is receptive to feedback and suggestions.

·       Engages in active problem-solving vs. problem-identifying.

·       Makes suggestions related to client/patient service improvements and hospital efficiency.

Other:

It is understood that every incidental duty is not always specifically described and employees may be required to perform duties not within their job descriptions.