Administrative Assistant II

Overview

Provides administrative support to Facility, Division, System or Service Line leadership. Typically supports more than one leader to include Lifelong Health Administrators, Directors and Service Line Leaders. Position is responsible for core job functions: meeting preparation, Meeting Minutes, calendar management, travel arrangements, invoice/purchase orders, customer service, phone support, correspondence, file management and data entry. Position may be assigned responsibility for timekeeping.

Position must demonstrate proficiency with Microsoft Office applications and utilizes the Riverside Care Difference principles in all interactions. This role is based in Newport News, Virginia.

• Provide clerical support for department/facility directors and/or managers. Duties include reception, greetings, customer service, answering phones, taking messages, referring calls, mail distribution, etc.
• Responsible for calendar management, meeting coordination, appointments, special events, etc. Meeting management includes room reservation, timely preparation, and setup. May perform other tasks such as arranging accommodations for travel, arranging special needs in meeting rooms, and meeting agenda items.
• Maintain list of committee/meeting participants the leader is responsible for. Ensure materials for meetings/projects are prepared in a timely manner, which may include meeting agendas, packets, communicating with participants, and accurately recording meeting minutes.
• Effectively utilize informational technology to perform job functions efficiently to include Microsoft Office, Teams, Excel, Word, Riverside-specific systems and databases.
• Maintain proper levels of office supplies, which may require checking stock, anticipating needed supplies, placing and expediting orders for supplies. Responsible for maintaining accurate accounting functions/duties within the department, may include but not limited to ensuring all invoices, check requests, P-Cards receipts and payments are accurately coded and submitted in a timely manner. Follow up on outstanding invoice inquiries.
• Provide historical reference by developing and utilizing filing and retrieval systems (paper and electronic). Filing system is organized and maintained to ensure efficiency/productivity for the department. May prepare reports, correspondence, and memos as needed by department/facility.

• High School Diploma or GED (Required)
• Program Graduate, College courses in administrative support (Preferred)

• 3-4 years General - Administrative Assistant/Secretary/Office Assistant (Required)
• Microsoft Office Experience (Required)

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