Administrative Assistant

Job Details
Job Location:    Helena - HELENA, MT
Position Type:    Full-Time/Part-Time
Salary Range:    $ $19.00
Job Category:    Admin - Clerical

Description

Visiting Angels is looking for an Administrative Assistant to serve as a key member of our office staff.  This position supports the efficient operation of our office functions and helps support our office staff.

Why choose Visiting Angels?  At Visiting Angels, our clients are members of our extended family, and we take the time to build relationships.  We consider it an honor and privilege to be invited into our client's home to help them remain as independent as possible.  Visiting Angels proudly serves Veterans, Disabled and Seniors, to provide them the best quality of life possible. At Visiting Angels, we know there's truly no place like home. As one of America's most trusted and respected at-home care providers, our mission is to help your loved one remain where they feel happiest, safest, and most comfortable. Rather than moving your loved one to an assisted living facility, we provide skilled care at home, helping your loved one age in place.

Visiting Angels started more than 20 years ago as a small, locally focused agency, providing care in home settings. Today, our network includes hundreds of agencies, and we proudly remain a local brand. Each Visiting Angels office is independently owned and operated by an individual with deep roots in the local community. This is what allows us to personalize our services for every client and develop close relationships with families.

We are locally owned and proud to serve western Montana. We invest in our employees in order to create the best possible agency

The Administrative Assistant has accountability for the following functions and tasks:

• Answer the telephone and greet the public.
• Manage all general office duties.
• Demonstrate dependability.
• Support staff in assigned project-based work.
• Greet office visitors, handling their needs or directing them to the appropriate staff.
• Organize and maintain file systems in compliance with office policies and regulations.
• Perform general clerical duties, including correspondence, copying, filing, and distribution.
• Handle incoming and outgoing mail.
• Timely copying and filing of appropriate caregiver and client documentation.
• Maintain and order office supplies, as needed.
• Respond to emergency situations professionally and calmly.
• Maintain a high level of professionalism and demeanor.
• Practice good time management, problem solving, follow instructions and complete work assignments.
• Maintain absolute confidentiality of all information pertaining to clients, including client's families and other employees.
• Make timely, well-informed and appropriate decisions by examining all the relevant and available facts; explore alternatives and commit to action.
• Support change and communicate about it positively with caregivers and clients.
• Demonstrate self-motivation, self-direction, organizational skills, flexibility and the ability to coordinate multiple tasks simultaneously.
• Ability to communicate effectively with co-workers, leadership team, supervisors, clients and family, ability to listen without imposing personal values or beliefs.
• Engage in constructive problem solving and the exploration of new ideas.
• Build and maintain strong relationships with clients, client's family members and caregivers through frequent communication and addressing concerns promptly.
• Strictly comply with all laws, rules and regulations.
• Work independently and proactively with minimal direction and/or supervision.
• Generate goodwill for the business with clients, their family members and other referral sources.
• Provide timely and effective feedback to the management.
• Maintain regular and predictable attendance.
• Present a well-groomed image that reflects the professionalism of the business.
• Plan, organize, prioritize, delegate and accurately complete work activities within deadlines while managing interruptions.
• Work independently and proactively with minimal direction and/or supervision.
• Generate goodwill for the business with clients, their family members and other referral sources. Demonstrate a strong commitment to client service excellence.
• Practice excellent conceptual thinking.

Qualifications

REQUIRED JOB KNOWLEDGE AND SKILLS:

• High school diploma and one year of experience in an office setting, preferably in home care industry.
• Proficiency with Microsoft Office (Word, Excel and Outlook) applications, scheduling systems and other healthcare industry related-software. 
• Successfully complete all and ongoing compliance with licensing, certification, continuing education, background checks, drug and alcohol testing, Office of Inspector General (OIG) screening, and health assessments/other assessments as may be required under federal, state, or local law or per employer policy.
• Ability to listen and communicate clearly, fluently, diplomatically – both orally and in writing.
• Must have reliable transportation.

PHYSICAL/ENVIRONMENTAL DEMANDS:

• Must be able to lift, push or pull items weighing up to 10 lbs.  
• Must be able to perform tasks involving a combination of sitting, standing, bending, reaching, stooping, walking, twisting, and climbing stairs.
• Must be able to see and hear or use prosthetics that enable these senses to function adequately to fully meet the requirements of this position. 
• All of the above demands are subject to ADA requirements

BENEFITS:

• Training Opportunities
• 401k
• Short-term and long-term disability
• Career Advancement Opportunities
• Opportunity to make a difference in the lives of our clients

Visiting Angels is an equal employment opportunity employer and complies with all applicable Federal civil rights laws, state and local laws, rules, policies, and executive orders and does not discriminate on the basis of race, color, sex, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, political or religious affiliation or ideas, culture, creed, social origin or condition, genetic information, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, military service or veteran status or marital status.

We participate in E-Verify and will provide the federal government with your Form I-9 information and confirm that you are authorized to work in the U.S.  If E-Verify cannot confirm that you are authorized to work, we are required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before we take any action against you, including termination of employment.  Employers can only use E-Verify once you have accepted the job offer and completed the I-9.

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