Job Description
Job Description
Job Title: Administrative Assistant
Location: CHCA Johnson Business Center
Position Type: 12-Month/Full-Time/Hourly/Non-Exempt
Job Summary: The CHCA Business Office Administrative Assistant plays a crucial role in supporting the day-to-day operations of the Business Office. This position is responsible for performing a variety of administrative tasks, providing excellent customer service, and ensuring efficient office operations.
Key Responsibilities:
- Greet visitors and clients, providing a positive and professional first impression.
- Provide general administrative support including answering phones and retrieving/organzing/distributing USPS incoming mail and packages.
- Open and scan invoices from the mail into the accounts payable system.
- Answer incoming vendor questions
- Assist in weekly check run.
- Address inquiries and resolve issues in a timely and courteous manner.
- Ensure the office environment is tidy, organized, and equipped with necessary office supplies.
- Assist Business Office team members with special projects as needed.
- Monitor and manage office equipment and vendor interface (copier, postage meter, and office printers) and coordinate repairs or maintenance.
- Receive telephone calls for CFO/COO.
- Manage the check-out/set-up and usage of School Credit Card to end users.
- Credit card and PO maintenance in Tipalti including tech support with Tipalti
- Monthly reconciliations.
- Manage the check-out/set-up of school-owned cell phones for end users.
- Manage the Business Office Calendar.
- Data entry in various platforms.
- Other administrative tasks as assigned.
Qualifications:
- Maintain the highest level of confidentiality and discretion.
- Strong organizational skills and attention to detail.
- Able to manage multiple priorities, delivering quality work on a deadline.
- Proven relationship-building skills with varied constituencies (colleagues, faculty, staff, parents, vendors, etc.).
- Able to work independently and in a fast-paced, collaborative, team environment.
- Proficient in Microsoft Office Suite applications such as Word, Outlook, Excel, Publisher, PowerPoint, etc.
- Manage multiple tasks efficiently and accurately.
- Communicate well and timely both in written and verbal interactions.
- Experience with an ERP suite desired/proficient in using digital data management tools
- Strong analytical and spreadsheet skills
- Organizational and follow-up skills to handle the variety and various length of tasks
CHCA is an Equal Opportunity Employer. All candidates meeting the required criteria will be considered.
Essential functions under the Americans with Disabilities Act may include any of the duties, knowledge and skills listed above. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular attendance is an essential function of this job.
The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL DEMANDS: While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.
WORK ENVIRONMENT: The noise level in the work environment is usually moderate.
MENTAL FUNCTIONS: While performing the duties of this job, the employee is required to compare, analyze, communicate, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile and negotiate.