Department Support Assistant

Location: Komatke Health Center, Laveen, AZ

Department: Komatke Physical Therapy

Schedule: Full Time

Shift: Day Shift

Hours: M-F 8-5

Minimum Rate: To Be Determined

Job Details:

JOB SUMMARY:

Provides administrative support through coordination and management of the functions, activities and information necessary to ensure optimal operational efficiency and effectiveness of the area

MINIMUM QUALIFICATIONS:

1. Associate's degree in Business Administration or closely related field; equivalent combination of experience and education may substitute

2. At least 3 years previous experience providing administrative and clerical support to a department or multiple program areas

WORKING ENVIRONMENT (PHYSICAL & MENTAL DEMANDS):

· Activities are primarily performed in an environmentally controlled office subject to extended periods of sitting, standing and walking

· Visual acuity and manual dexterity associated with daily use of desktop computer equipment; bending, lifting, reaching, stooping and lifting up to 25 pounds.

· Regularly works in an environment subject to quickly changing and often conflicting priorities

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

1. Schedules appointments and manages calendar by prioritizing and arranging projects, appointments and events to ensure optimal utilization of time

2. Prepares a variety of correspondence, reports and manuals; initiates responses to inquiries within delegated authority; refers to appropriate party(s) to provide timely and accurate information

3. Maintains department budget records; prepares requisitions and tracks monthly financial activity including, but not limited to: reimbursements, billing and collection to ensure accuracy of records

4. Assists prepare, organize and finalize various presentations, charts, reports and correspondence

5. Plans, organizes and maintains all records, materials, references, manuals and correspondence to ensure ready reliable access and provision of accurate information to all inquiries

6. Greets and announces visitors to areas, provides assistance and responds to inquiries as appropriate

7. Prepares agendas, assembles and organizes materials for a variety of committees; performs necessary follow up actions and initiates reminders as appropriate

8. Records and transcribes minutes of meetings/presentation to ensure thorough and timely documentation of actions, activities and outcomes

9. As requested, provides assistance to department staff by preparing and/or formatting reports, presentations and charts

10. Reviews electronic time entries, edits and follows up with staff member to ensure accuracy of records

11. Initiates requests for office supplies, materials and equipment; submits to Director or delegate for approval

12. Plans, coordinates and organizes itinerary for conferences, meetings and events including, but not limited to: prepares budget, schedules room, selects catering items, arranges for technical support and identifies attendees

13. Prepares and distributes monthly status and statistical reports of activities

14. Participates in departmental orientation, on the job training and quality assurance programs/initiatives

15. Participates in a variety of department and hospital educational programs to maintain current skills and competency levels; identifies and discusses performance or training needs with Supervisor

HR Only: