Administrative Assistant in Clifton, New Jersey at Progressive Spine and Orthopaedics LLC

JOB TITLE: Administrative Assistant COMPANY: Progressive Billing PAY RANGE: OPM Pay Grade 3 (Hourly) FLSA Status: Non-Exempt LOCATION: Clifton, NJ SUMMARY: The Administrative Assistant provides comprehensive administrative and clerical support to Progressive Billing's daily operations. This position is responsible for assisting with office coordination, document management, data entry, scheduling, correspondence, and general administrative functions to ensure efficient workflow and organizational effectiveness. The ideal candidate is highly organized, detail-oriented, dependable, and able to manage multiple priorities while maintaining professionalism and confidentiality. The Administrative Assistant works collaboratively with management, department personnel, and other internal teams to support operational needs and maintain accurate administrative records. DUTIES AND RESPONSIBILITIES: Administrative Support - Provide general administrative and clerical support to management and department personnel. - Answer, screen, and direct incoming telephone calls, emails, and other correspondence. - Prepare, organize, and distribute business correspondence, reports, memos, and other documentation. - Maintain organized electronic and physical filing systems. - Schedule meetings, appointments, and internal departmental activities. - Assist with preparing meeting agendas, taking notes, and distributing follow-up communications. - Monitor office supplies and assist with ordering and inventory management. - Maintain office calendars and assist with coordinating departmental schedules. Data Entry and Document Management - Enter, update, and maintain accurate information in company databases and internal systems. - Review documents for completeness, accuracy, and proper organization. - Scan, upload, copy, and distribute documents as needed. - Maintain confidential employee, company, and business records in accordance with established procedures. - Assist with tracking administrative documents, pending requests, and outstanding items. - Prepare spreadsheets and maintain tracking logs as assigned. Departmental and Operational Support - Assist with daily administrative functions to support Progressive Billing operations. - Communicate with internal departments to coordinate requests and resolve routine administrative matters. - Assist with processing incoming and outgoing mail, invoices, and general documentation. - Follow up on pending administrative requests to ensure timely completion. - Assist management with special projects, departmental initiatives, and operational assignments. - Identify administrative process improvements and communicate opportunities to management. - Perform other related duties as assigned. Qualifications and Requirements - High school diploma or equivalent required; associate degree preferred. - Minimum of 1–2 years of administrative or clerical experience preferred. - Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook. - Strong organizational, time-management, and multitasking abilities. - Excellent written and verbal communication skills. - Strong attention to detail and accuracy. - Ability to handle confidential information with discretion and professionalism. - Ability to work independently and collaboratively in a team-oriented environment. - Strong problem-solving skills and the ability to prioritize assignments. - Ability to adapt to changing departmental priorities and operational needs. Knowledge, Skills, and Abilities - General knowledge of office administration and business operations. - Ability to prepare professional correspondence, reports, and administrative documents. - Ability to maintain accurate records and organized filing systems. - Strong interpersonal skills and customer-service orientation. - Ability to communicate effectively with employees, management, and external contacts. - Ability to meet deadlines and maintain productivity in a fast-paced environment. - Ability to exercise sound judgment when handling confidential or sensitive information. PHYSICAL DEMANDS AND WORK ENVIRONMENT: This position primarily involves sedentary office work performed in a professional office environment. The employee must be able to sit for extended periods, operate a computer and other standard office equipment, communicate effectively in person and by telephone, and occasionally stand, walk, bend, reach, lift, or carry office supplies and documents weighing up to 15 pounds. The role requires frequent use of a computer, keyboard, and telephone, as well as the ability to maintain concentration and perform repetitive tasks. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. DOL / FLSA CLASSIFICATION AND JUSTIFICATION The Administrative Assistant position is classified as non-exempt under the Fair Labor Standards Act (FLSA). The primary responsibilities consist of routine administrative, clerical, organizational, and operational support functions. The position does not independently exercise discretion and independent judgment on matters of significance and does not meet the requirements for the administrative exemption under the FLSA. Accordingly, the employee is eligible for overtime compensation at one and one-half times their regular rate of pay for all hours worked over 40 in a workweek, in accordance with applicable federal and state wage and hour laws.