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Administrative Assistant

Topeka, KS
Organization: Kansas Medial Society
Title: Administrative Assistant
Job Classification: Non-Exempt, Full-Time
Supervises: NA
Work schedule: Generally 8 hours per day per schedule, 8:00 a. m. – 5:00 p.m.
Location: Topeka, KS

Position Overview:
The Administrative Assistant provides overall administrative support while delivering friendly member service.

Essential Functions:
  • Provides general assistance, secretarial services, and clerical accounting work requiring a knowledge of standard bookkeeping procedures.
  • Monitors and maintains phone coverage, answer phone, relay messages, backup support to receptionist.
  • Maintains basic office coordination:
    • Orders supplies
    • Maintains kitchen and meeting space
  • Coordinates mailings, assists with KMS special mailings.
  • Sorts all incoming mail by department and delivers to staff members.
  • Maintains filing, database entry, and support with administrative functions, as needed.
  • Provides overall support to executive staff, as directed.
  • Coordinates special projects, as directed.
  • Provides event/meeting preparation functions, as directed.
  • Crosstrains in duties with existing staff:
    • Membership maintenance and government filings
    • Invoicing
    • Accounting – deposits
    • Maintenance of membership database, reports, etc.
  • 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 administrative office experience is preferred.
  • Outstanding customer service skills.
  • Ability to work independently and be self-motivated.
  • Must be able to work with little or no supervision.
  • Must treat information received as confidential.
  • Must be mature, dependable, and able to assume responsibility.
  • Must have a positive attitude, pleasant personality, ability to set priorities.
  • Must be able to communicate with staff and member physicians in a professional manner.
  • Must possess excellent writing, proofreading, and typing skills.
  • Must have working knowledge of clerical and bookkeeping accounting procedures.
  • Ability to meet deadlines and work under pressure.
  • Ability to prioritize and manage work effectively and efficiently to accomplish tasks.
  • 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 (Word, Excel, Outlook) skills are required.
  • Knowledge of general office equipment.
  • Individual must be able to work during business hours.
Physical Demands:
  • Lift and move items up to thirty (30) 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 items with use of hands/fingers to handle or feel objects, tools or controls
  • Must be able to speak and listen effectively
  • Vision abilities for close vision, color vision, peripheral vision, and depth perception
Work Environment:
  • 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
  • Evening or weekend work may be required. Light travel possible.
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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