Administrative Assistant

General Summary: The Administrative Assistant will assist the Practice Administrator by performing a wide variety of complex administrative tasks requiring initiative, independent judgment, and exceptional customer service.

Supervisory Responsibilities: This position has no supervisory responsibilities.

Essential Job Responsibilities: All duties performed will be done accurately and in a timely manner.

General Duties:

1. Provide daily support to the Practice Administrator.
2. Coordinate communication with department leaders, physicians, and other employees as directed.
3. Manage calendars, arrange meetings, create agendas, and track action items from those meetings.
4. Compose correspondence requiring specific knowledge of methods, procedures, policies or other information.
5. Prepare reports, spreadsheets, presentations and meeting minutes.
6. Track deadlines, assignments, and pending projects.
7. Assist in special projects and process improvement initiatives as needed.
8. Maintain a working knowledge of Gonzaba Medical Group software and systems, as needed.
9. Handle expense reporting, invoicing, and basic accounting tasks.
10. Maintain office supplies and manage inventory.
11. Must be proficient with filing electronically and other organization or productivity tools.
12. Exercise discretion and independent judgment.
13. Maintains strict confidentiality.
14. Other duties as assigned.

Qualifications

Education and Training: A high school diploma or GED certificate is required. A certificate as an Administrative Assistant or a Medical Office Specialist is preferred. An associate degree or higher in Business Administration, Healthcare Administration, or closely related field, is highly preferred.

Experience: One year as an executive assistant, administrative assistant, or closely related position, required. Two years preferred. A criminal background is required.

Other Requirements: Computer Skills: Knowledge of word-processing software, spreadsheet software; email software, and Internet browsers. Knowledge desktop and mobile productivity and organizational tools preferred.

Driving Skills: A clear driving record and a Class C Texas Driver’s License, and a personal vehicle is required.

Work Environment: Depending upon the task, the work environment may be a 100% clinical setting or office setting in a clinical environment with exposure to communicable diseases, bodily fluids, toxic substances, ionizing radiation, medicinal preparations, and other conditions common to a clinic environment.

Mental / Physical Requirements: Requires manual dexterity, sitting, standing, stooping, reaching, kneeling, crouching, bending, walking, lifting up to 25 lbs. Close vision and ability to adjust focus. Reasonable accommodations may be made to enable otherwise qualified individuals with disabilities to perform the essential functions of the job.

Other Duties as Assigned: The above job description is not intended to be an all-inclusive list of duties and standards of the position. Employees will follow any other instructions, and perform any other related duties, as assigned by their supervisor. Responsibilities, knowledge, skills, abilities, and work environments may change as needs evolve.