Administrative Assistant/Receptionist

Location: Topeka, Kansas
Date Posted: 10-30-2018
KHA’s Mission: To be the leading advocate and resource for members.
 
Company: Kansas Hospital Association ("KHA")                         
Job Title: Administrative Assistant/Receptionist
Accountable to: Director of Corporate Relations
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.
 
Position Overview:
The Administrative Professional - Receptionist 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:
  • 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 as assigned
  • Supports KHA Allied organizations as assigned
  • Assists with KHA special mailings
  • Sorts all incoming mail by department
  • 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 and reports any issues as they arise
  • Monitors staff calendars to support reception responsibilities
  • Maintains lobby area, FLG and kitchen area for a professional appearance and keeps the kitchen area appropriately stocked
  • Orders meals for meetings scheduled in FLG following guidelines
  • Provides meeting prep/set up for FLG
  • 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
  • Supports allied organizations with annual membership processing
  • 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
  • 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 required
  • 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
  • Presents self with professionalism while representing KHA at events (local, state and national events)
  • 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
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