Bilingual Administrative Assistant, Executive Support

Bilingual Administrative Assistant, Executive Support
Pediatrics

The Bilingual Administrative Assistant, Executive Support will:

• Receive telephone calls for the department.
• Determine urgency and dispatches requests to appropriate personnel; takes accurate messages in accordance with established department procedures.
• Assist Department Director in managing and maintaining the department's expenditure reports
• Obtain invoices, create vouchers and makes request for necessary signatures
• Send signed copy through interoffice mail to Accounts Payable and email signed copy to necessary financial team (Accounts Payable, Finance and Dept. Chair).
• Keep electronic copies of all transactions organized with accordance with department policy. Works Practice Coordinator when quarterly reports are due.
• Acts as timekeeper and monitors all requests for time off, as a backup.
• Keep electronic copies of all requests organized for easy reporting and review.
• Receive, process and distribute department mail, including outgoing mail
• Operate standard office machines to efficiently perform duties (e.g.: phones, computers, scanner/fax/copier/printer, label makers, etc.)
• Greet and receive visitors in a courteous and professional manner.

Requirements:

• Ability to type, edit and proof business correspondence and prepare reports.
• Being proficient with the Microsoft Office Suite products (Word, Excel, Power Point, Outlook)
• Three (3) years related secretarial work experience including arranging meetings and conferences.
• Must be able to accurately and efficiently record and type dictation involving a normal range of business vocabulary or a limited and recurring range of special terminology.
• Spanish/English bilingual strongly preferred
• Administrative support experience coordinating events, interviews, meetings
• Excellent interpersonal skills

Grade 116