Prn administrative assistant

Job Description:The Administrative Assistant II provides and oversees a wide variety of clerical and specialized administrative functions generally of a critical or confidential nature for multiple managers / physicians, multiple departments, multiple sites, or multiple functions and may be assigned administrative / support related projects that are moderate in scope and complexity. This role is assigned to those with a primary responsibility to provide administrative support such as preparing and composing correspondence, memoranda, reports, etc. This position screens telephone calls, receives and directs visitors, resolves routine inquiries, schedules and maintains calendar of appointments and schedules, sets up meetings and travel itineraries and coordinates related arrangements, prepares and distributes minutes of meetings, and operates a personal computer and appropriate software to create documents, presentations, etc. May assist in department programs, projects, and processes.ScopeAssignments can be in functional areas such as administration, nursing floors, clinical areas, clinics, support areas, or other areas. Generally works under limited supervision, while acting on own initiative and direction. May provide assistance to a higher level clerical employee and/or may supervise lower level clerical employees.Job EssentialsThe Administrative Assistant II performs a majority of the following job essentials:Performs a variety of clerical functions, assisting management in planning, organizing, implementing, and accomplishing department day-to-day functions and goals. Makes interpretations and recommendations. May develop appropriate methods to handle information.

Greets customers, receives and screens incoming calls, answers routine inquiries, and routes calls to appropriate individual in a courteous and efficient manner.

Distributes, educates, and explains processes and paperwork to patients and/or customers. Responds to requests for information and appropriately releases information based on policy, ensuring customer requests and work assignments are prioritized and completed correctly and efficiently.

Collects information, compiles data from one or more sources, searches and investigates information, and makes and checks routine calculations for specified forms, report formats, presentations, or other documents requiring specific knowledge of functional operations. Proof-reads and completes documents, checking for accuracy. Coordinates collection and preparation of operating reports.

Enters data and manages information in a database. Maintains complex files and records. Maintains and updates department resources and tools such as employee lists, referral lists, phone lists, organizational charts, or other department information.

May assist in financial or budget information or preparation. Prepares analyses of information or data.

Types memos, correspondence, forms, reports, and other documents from rough drafts using professional business writing standards. May prepare first draft.

Prepares, sends, sorts, and distributes mail.

Utilizes and provides basic maintenance for all office equipment including computers, scanners, phones, fax machines, printers and copiers. Ensures the office equipment and facility / work area is in proper working condition. Contacts the appropriate service provider (i.e. housekeeping, computer support or office equipment vendor) to resolve any issues that arise. Coordinates regular maintenance as needed.

Prioritizes and manages leaders' calendars to ensure business objectives are met. Schedules and confirms appointments, meetings, and travel arrangements. Uses judgment in matters affecting supervisor's calendar.

Provides support for meetings including preparing agendas, reserving rooms, sending appointments, coordinating catering, recording and distributing minutes. Sets up and trouble shoots phone, video, and web conferencing effectively.

Orders, stocks, monitors, and maintains adequate office and other supply inventory levels.

Independently investigates assigned problems, determining method of research, data and information requirements as well as analysis techniques.

Tactfully handles difficult situations with staff and customers while remaining positive and professional. When needed, escalates issues to the appropriate staff member.

May provide medical transcription for clinical staff. Transcribes medical reports.

May act as a timekeeper and ensures timely and accurate submission of payroll information.

May complete accounts payable, billing, and purchasing processes according to policy.

May screen and interview job applicants, and orient new employees.

Minimum QualificationsTwo years of experience using advanced computer skills (e.g., complex formatting, mail merge, formulas, creating charts and graphs, data manipulation, creating and running reports, creating presentations, and using multimedia content).and -

Two years of experience working in an office setting, working in a clerical position with keyboarding and data entry responsibilities, or working in customer service.and -

Experience coordinating projects.and -

Strong interpersonal, verbal, and written communication skills including being proficient in spelling, punctuation, grammar, and other English language skills.and -

Basic math skills.Preferred QualificationsPost high school education such as college courses or trade school courses with business or computer subject matterLeadership experience (e.g., providing training to others on their job duties, coordinating the work of others, coordinating projects, acting as a team lead, and directly supervising others).and -

Experience working in a healthcare setting.and -

Medical terminology experience.and -

Three years of experience with medical transcription.Physical Requirements:Interact with others requiring employee to verbally communicate as well as hear and understand spoken information.and -

Operate computers, telephones, office equipment, including manipulating paper requiring the ability to move fingers and hands.and -

See and read computer monitors and documents.and -

Remain sitting or standing for long periods of time to perform work on a computer, telephone, or other equipment.Location:Alta View HospitalWork City:SandyWork State:UtahScheduled Weekly Hours:0Equal Opportunity EmployerIntermountain Healthcare is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.The primary intent of this job description is to set a fair and equitable rate of pay for this classification. Only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties may be assigned by the supervisor.All positions subject to close without notice. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or protected veteran status. Women, minorities, individuals with disabilities, and veterans are encouraged to apply.Thanks for your interest in continuing your career with our team!