Administrative Assistant II in Maquoketa, Iowa at Jackson County Regional Health Center

Purpose

Provides support services to the CFO and CNO which includes all secretarial, clerical and receptionist functions.

Essential Job Functions

• managing calendars
• scheduling appointments
• answering phone calls
• managing emails
• handling incoming mail
• preparing documents
• maintaining files
• coordinating office logistics
• providing clerical support
• ensuring smooth office operations

Responsibilities and Duties

• Calendar Management: Scheduling meetings, appointments, and managing calendars for executives or teams.
• Communication Management: Answering phone calls, responding to emails, and handling inquiries from clients and internal staff.
• Document Preparation: Drafting letters, reports, presentations, and other documents as needed.
• File Management: Maintaining accurate and organized physical and digital filing systems.
• Meeting Coordination: Arranging meeting rooms, preparing agendas, taking minutes, and distributing follow-up information.
• Travel Arrangements: Booking travel tickets, accommodations, and transportation
• Office Administration: Ordering office supplies, managing equipment maintenance, and coordinating office services
• Data Entry: Entering and updating information into databases and spreadsheets
• Reception Duties: Greeting visitors, directing them to the appropriate person, and managing the reception area
• Event Planning: Coordinating conferences, meetings, and special events
• Customer Service Support: Answering customer inquiries and resolving
• Prior Authorizations with Insurance Companies: Assist care coordinator with prior authorizations
• Compliance

Knowledge, Skills and Abilities - Competencies

• Medical Terminology: Ability to understand and utilize medical terminology
• Administrative Practices
• Billing and Insurance
• Problem Solving: Ability to critically think through a problem and determine the best course of action.
• Strong Organizational Skills: Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively.
• Attention to Detail: Meticulous focus on accuracy when handling data, documents, and information.
• Excellent Communication Skills: Clear and concise verbal and written communication to interact with various stakeholders.
• Proficiency in Microsoft Office Suite & other office software: Expertise in programs like Word, Excel, PowerPoint, and Outlook.
• Time Management Skills: Efficiently managing time to complete tasks within deadlines.
• Adaptability: Flexibility to handle changing priorities and unexpected situations.
• Interpersonal Skills: Building positive relationships with colleagues, clients, and visitors.
• Confidentiality: Maintaining discretion when handling sensitive information

Position Specifications

Education: High school graduation or equivalent

Special Training: Keyboarding and computer experience; Dependent Adult/Child Abuse Mandatory Reporter Training within 6 months of employment

Training Preferred: Medical terminology, spreadsheet applications, Prior Authorizations, and data base applications

Experience: 1 year of experience preferred