Administrative Assistant Job at Pepin Academies in Tampa

General Description

This is a full time position primarily focused on providing administrative support for the Long Term Care Services (LTCS) Department, as well as assisting with Information and Referral (I&R) duties as needed.

Responsibilities

• Provides administrative support for the LTCS Department.
• Provides back-up administrative support for the Aging and Disability Resource Center (ADRC) Information and Referral (I&R) Department.
• Uses computer software to assist with completing reports, updating spreadsheets, and entering client data into databases as assigned.
• Assists with editing and proofreading correspondence, reports, memoranda and other documents for the ADRC.
• Assists with mail outs for the ADRC, which includes printing organizational information, preparing letters and envelopes.
• Assists with printing and sending monthly EMS Release Letters.
• Assists with transcribing voicemails.
• Helps to facilitate ADRC referrals for services to the appropriate entity.
• Assists with eCIRTS project work, including data entry and running reports.
• Assists the ADRC with annual monitoring preparation as needed.
• Provides primary coverage to assist ADRC walk-in clients, including triaging and sending referrals to the appropriate department for further assistance.
• Provides back-up coverage to handle main telephone lines, opening and distribution of mail, and other duties related to this position, including receipt of package deliveries.
• Assists the ADRC with preparing for various meetings, including Local Coalition Work Group Meetings, sending out invitations, tracking attendance and taking minutes.
• Assists with gathering information, as needed, for public records requests.
• Makes outbound calls to schedule or reschedule telephone screenings, as well as calls to provide scheduled telephone screening reminders.
• Other related duties as assigned.

Minimum Education and Experience

• Associate’s Degree and one (1) year of experience; or
• High School Graduate or Equivalent and two (2) years of experience
• Successful completion of applicable background screening required.
• Any exceptions to the minimum requirements must be approved by the President and CEO.

Required Skills and Knowledge

• Experience with extensive word processing and database skills.
• Advanced word processing, spreadsheet and database skills including Microsoft products.
• Ability to type correctly 60 words per minute.
• Ability to effectively use the phone system to answer incoming calls and transcribe voicemails.
• Ability to pay careful attention to detail with excellent knowledge of grammar and spelling.
• Ability to work with minimum direction.
• Ability to organize and prioritize work effectively.
• Ability to relate positively to older individuals, the general public, Agency and community representatives.
• Ability to work under stressful situations.
• Pleasant and clearly understandable telephone voice.

Physical Requirements

• Ability to work under stressful situations.
• Pleasant and clearly understandable telephone voice.
• Ability to lift and carry at least 10 pounds.
• Ability to operate a computer and other office equipment.
• Ability to sit at a desk for more than one hour at a time.
• Ability to bend and stoop in order to file and shelve.

Work Environment

• The work environment characteristics are representative of those an employee will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.