Archcare Administrative Assistant in New York, New York
Provides fundamental support for multiple directors within PACE. Performs varied and diverse duties requiring knowledge of office systems and procedures. Clerical duties may be assigned in accordance to necessity of department needs and may include a combination of answering telephones, typing or word processing, office machine operation, and filing. Entry data for the M-System and manage supply inventory.
Set up and maintain paper and electric filing systems for records, correspondence and other material.
Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
Perform general office duties such as ordering supplies and maintaining records management systems.
Prepare invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, and/or presentation software
Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
Open, sort and route incoming mail, answer correspondence, and prepare outgoing mail.
Providing information to supervisors, co-workers, and others by telephone, in written form, e-mail, or in person.
Compiling, categorizing, calculating, auditing, or verifying information or data
Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Distribute incoming mail, including faxes and email.
Greet visitors and determine nature and purpose of visit, and direct them to specific destinations or the appropriate persons according to their needs.
Complete word processing and clerical assignments with review of the assignee.(Filing, typing copying, using word processor program)
Keep track of ordering and receiving of supplies using the M-System.
Provide fundamental support for Senior Program Director and Director of Quality Assurance/PACE Compliance: Maintain appointment calendars, arrange meetings and teleconferences assist with special projects, arrange travel and lodging reservations, prepare monthly expenses reports, draft correspondence, sort and deliver mail and packages, process invoices for payment, organize and maintain files.
Maintain office and marketing supply inventory
Coverage for front desk, if necessary
Formal Education: High School Diploma or equivalent
Experience: 1 year
License, Registration, and / or Certification Requirement: No
Minimum Knowledge: Requires basic employment skills in clerical, service, or manual areas.
Language Ability: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Require training in vocational schools or related on-the-job experience.
HS diploma or equivalent
1 year experience; plus working with elderly/geriatric population
Excellent Computer proficiency in Microsoft Word, Excel, Powerpoint; Outlook
Must be internet savvy
Able to read, write and speak English (Good written/verbal) communication
Street: ArchCare Senior Life- Harlem
Work Days Per Week: 5
Shift Start Time: 8:30 AM
Shift End Time: 5:00 PM