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Administrative Assistant

Topeka, KS
Company:                            Kansas Hospital Association ("KHA")
Job Title:                              Administrative Assistant
Accountable to:                   Director of Corporate Relations
Job Classification:              Non-exempt, Full-Time
Work Schedule:                   Generally 8 hours per day per schedule, 8:00 a.m. – 5:00 p. m. | M-F

Position Overview:
The Administrative Assistant serves as the first impression for KHA and provides overall administrative support while delivering friendly customer service and focusing on KHA’s mission and goals.
Essential Functions:
  • Serves as KHA receptionist by responding to or forwarding all incoming calls in a cheerful, polite and professional manner
  • Monitors and maintains the phone system and voice mail messages, reporting any issues as they arise
  • Monitors staff calendars to support reception responsibilities
  • Maintains lobby area, FLG and kitchen area for a professional appearance while keeping the kitchen area appropriately stocked
  • Orders meals for meetings scheduled in FLG following guidelines
  • Provides meeting prep/set up for FLG
  • Provides administration and clerical support to the KHA Workers Compensation Fund Administrator
  • Provides administration and clerical support to KHSC staff
  • Provides administration and clerical support to KHA staff, as needed
  • Prepares deposits for KHA, KHSC, KHERF, KHA-WC, APS, Health Alliance
  • Supports KHA policy groups and special projects as assigned
  • Supports KHA Allied organizations as assigned in regards to membership processing, program preparation, mailings, inquiries
  • Sorts all incoming mail by department
  • Provides a timely response to inquiries for information to KHA members and staff
  • Assists with KHA special mailings
  • Reviews and edits outgoing documents.
  • Maintains postage available to staff and reports expenses to the accounting department
  • Monitors incoming faxes and notifies staff that faxes have been received
  • Orders office supplies weekly or as special orders are needed
  • Reports and monitors budgets for assigned area of responsibility, as needed
  • Recommends policies and procedures as it relates to area of responsibility
  • Continuously reviews, edits and approves outgoing documents
  • Responds in a timely manner to inquiries for information to KHA members, staff and vendors
  • Acts with professionalism while representing KHA at events
  • Actively seeks to add and enhance knowledge regarding developments and current trends in the health care industry that will serve KHA’s business needs
  • Works collaboratively with KHA staff to maintain a team environment to accomplish the tasks necessary to serve and support KHA and affiliates
  • Performs other duties as assigned
Qualifications: Knowledge, Skill and Ability:
  • High School Diploma or GED is required
  • Post-secondary education in Administrative support or certificate in a related field is preferred
  • Two (2) years’ of office experience is preferred
  • Outstanding customer service skills
  • Ability to work independently and be self-motivated
  • Ability to meet deadlines and work under pressure
  • Ability to prioritize and manage work effectively and efficiently to accomplish tasks while managing multiple projects at the same time and delivering friendly service
  • Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures and governmental regulations in a variety of formats
  • Effective communicator (verbal, written and body language)
  • Valid driver’s license for travel is required
  • Creativity and innovation with the ability to plan strategically
  • Ability to problem solve rationally and with common sense
  • Proficient math skills (basic math principles, computations and interpretation of graphs)
  • Proficient knowledge Microsoft Suite products (Word, Excel, Outlook) skills are required
  • Knowledge of general office equipment
  • Must have the ability to respect diversity and individual needs
Physical Demands:
  • Lift and move items up to fifty (50) pounds
  • Sit, stand and walk for extended periods of time
  • Ability to work on the computer for hours at a time and concentrate on detailed information
  • Bend, kneel and reach for items, tools or controls with use of hands
  • Must be able to speak and listen effectively
  • Vision abilities for close vision, color vision, peripheral vision and depth perception
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
  • Professional office setting with little discomfort due to such factors as noise, heat, dust, or other adverse factors
  • This is a non-smoking work environment, including all premises and other such areas
  • Travel is required, along with that entails standard travel risks
This job description does not state or imply that these are the only activities to be performed by the team member holding this position.  Staff is required to follow other job-related instructions and to perform other job-related responsibilities as requested by management.

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