Administrative Assistant 1 - SCV

at  Franciscan Missionaries of Our Lady Health System

The Admin Assistant 1 performs a variety of administrative functions. Schedules appointments, gives information to callers, and takes minutes. Composes memos, transcribes notes, and researches and creates presentations. Generates reports, handles multiple projects, and prepares and verifies invoices and expense reports. May assist with compiling and developing the annual budget. The position relies on established guidelines to accomplish tasks and works under close supervision.

• Document & Data Management
• Types memorandums, policies, meeting minutes, manuals, letters, forms, procedures, and other general typing as directed, initiating other documents and correspondence as appropriate.
• Proofs materials for errors and ensures formats and layouts are maintained.
• Maintains department manuals and distributes revisions as needed.
• Inputs and retrieves data utilizing knowledge of various computer software packages.
• Filing & Organization
• Maintains accurate and efficient filing systems and ensures that file systems are neat and well-organized.
• Files documents, compiles new files, and transcribes data while ensuring the integrity and confidentiality of all file system information.
• Sorts mail, ensuring that urgent correspondence and time-dated material is prioritized.
• Telephone & Scheduling Management
• Coordinates meetings by preparing meeting agenda and notifies members of meeting in a timely and professional manner.
• Coordinates meeting and agenda materials, records meeting minutes and maintains events calendar.
• Answers telephones, routes callers, takes messages and provides routine information to callers.
• Provides back-up telephone coverage for other support staff, routing calls appropriately and takes clear messages.
• Other Duties as Assigned
• Provides courteous assistance, guidance, and direction to building visitors, ascertains the nature of visitor business, and coordinates with other department management to ensure proper location and approval.
• May act as an office manager by efficiently performing billing and scheduling duties, resolving problems, and aiding in project development and coordination.
• Inventories and orders all office supplies regularly.
• 2 years of experience in the field or in a related area
• High school diploma or its equivalent

• Document & Data Management
• Types memorandums, policies, meeting minutes, manuals, letters, forms, procedures, and other general typing as directed, initiating other documents and correspondence as appropriate.
• Proofs materials for errors and ensures formats and layouts are maintained.
• Maintains department manuals and distributes revisions as needed.
• Inputs and retrieves data utilizing knowledge of various computer software packages.
• Filing & Organization
• Maintains accurate and efficient filing systems and ensures that file systems are neat and well-organized.
• Files documents, compiles new files, and transcribes data while ensuring the integrity and confidentiality of all file system information.
• Sorts mail, ensuring that urgent correspondence and time-dated material is prioritized.
• Telephone & Scheduling Management
• Coordinates meetings by preparing meeting agenda and notifies members of meeting in a timely and professional manner.
• Coordinates meeting and agenda materials, records meeting minutes and maintains events calendar.
• Answers telephones, routes callers, takes messages and provides routine information to callers.
• Provides back-up telephone coverage for other support staff, routing calls appropriately and takes clear messages.
• Other Duties as Assigned
• Provides courteous assistance, guidance, and direction to building visitors, ascertains the nature of visitor business, and coordinates with other department management to ensure proper location and approval.
• May act as an office manager by efficiently performing billing and scheduling duties, resolving problems, and aiding in project development and coordination.
• Inventories and orders all office supplies regularly.
• 2 years of experience in the field or in a related area
• High school diploma or its equivalen