administrative Assistant

  • $17.00 - $20.00/hour
  • Knowledge:

    Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

    Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
     
    English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

    Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
    Skills:
    Basic Skills
    • Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
    • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
    • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
    • Learning Strategies - Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
    • Mathematics - Using mathematics to solve problems.
    • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
    • Science - Using scientific rules and methods to solve problems.
    • Speaking - Talking to others to convey information effectively.
    • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
    Social Skills
    • Coordination - Adjusting actions in relation to others' actions.
    • Instructing - Teaching others how to do something.
    • Negotiation - Bringing others together and trying to reconcile differences.
    • Persuasion - Persuading others to change their minds or behavior.
    • Service Orientation - Actively looking for ways to help people.
    • Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.

    Complex Problem-Solving Skills
    • Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
    Technical Skills
    • Equipment Maintenance - Performing routine maintenance on equipment and determining when and what kind of maintenance is needed.
    • Equipment Selection - Determining the kind of Supplies and equipment needed to do your job.
    • Installation - Installing equipment, machines, wiring, or programs to meet specifications.
    • Operation and Control - Controlling operations of equipment or systems.
    • Operation Monitoring - Watching gauges, dials, or other indicators to make sure a machine is working properly.
    • Operations Analysis - Analyzing needs and product requirements to create a design.
    • Programming - Writing computer programs for various purposes.
    • Technology Design - Generating or adapting equipment and technology to serve user needs.
    • Troubleshooting - Determining causes of operating errors and deciding what to do about it.
    Systems Skills
    • Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
    • Systems Analysis - Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
    • Systems Evaluation - Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
    Resource Management Skills
    • Time Management - Managing one's own time.

    Work Context
    Body Positioning
    • Spend Time Making Repetitive Motions
    • Spend Time Sitting
    • Spend Time Using Your Hands to Handle, Control, or Feel Objects, Tools, or Controls
    Communication
    • Contact with Others
    • Electronic Mail
    • Face-to-Face Discussions
    • Letters and Memos
    • Telephone
    • Responding to blogs
    Competition
    • Level of Competition
    Conflictual Contact
    • Deal with Unpleasant or Angry People
    Environmental Conditions
    • Sounds, Noise Levels Are Distracting or Uncomfortable
    Impact of Decisions
    • Frequency of Decision Making
    • Impact of Decisions on Co-workers or Company Results
    Job Hazards
    • Exposed to Disease or Infections
    Routine versus Challenging Work
    • Importance of Being Exact or Accurate
    • Importance of Repeating Same Tasks
    • Structured versus Unstructured Work
    Pace and Scheduling
    • Time Pressure
    Responsibility for Others
    • Responsible for Others' Health and Safety
    Role Relationships
    • Deal with External Customers
    • Work with Work Group or Team
    Work Setting
    • Indoors, Environmentally Controlled
    • Physical Proximity

    Tasks
    • Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
    • Perform administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents.
    • Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
    • Hear and resolve complaints from customers or the public.
    • File and maintain records.
    • Transmit information or documents to customers, using computer, mail, or facsimile machine.
    • Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
    • Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
    • Process and prepare memos, correspondence, travel vouchers, or other documents.
    Activities
    Communicating with Supervisors, Peers, or Subordinates
    Establishing and Maintaining Interpersonal Relationships
    Getting Information
    • Examine files or documents to obtain information
    Interacting with Computers
    • Use computers to enter, access or retrieve data
    Performing Administrative Activities
    • Maintain appointment calendar
    • Maintain inventory of office forms
    • Maintain records, reports, or files
    • Route multi-line telephone calls
    • Type letters or correspondence
    • Hosting
    • Grant Writing
    Performing for or Working Directly with the Public
    • Answer questions from employees or Consumers or patients
    • Greet customers, guests, visitors
    • Provide clerical assistance to customers or patients.
    Communicating with Persons Outside Organization
    • Answer calls using switchboard
    • Communicate with customers or employees to disseminate information
    Documenting/Recording Information
    • Schedule appointments
    • Maintain telephone logs
    • Take messages
    • Transcribe spoken or written information
    • Type document from machine transcription
    Identifying Objects, Actions, and Events
    Monitor Processes, Materials, or Surroundings
    Processing Information
    • Calculate rates for organization's products or services
    Updating and Using Relevant Knowledge
    • Use oral or written communication techniques
    • Use telephone communication techniques
    Organizing, Planning, and Prioritizing Work

    Tools and Technology
    Tools
    Calculators or accessories
    • Calculators
    Desktop computers
    • Desktop computers
    Dictation machines
    • Dictation equipment
    Premise branch exchange PBX systems
    • Multi-line switchboards
    • Switchboards
    Scanners
    • Data input scanners
    • Scanners

    Technology
    Accounting software
    • Billing software
    • Bookkeeping software
    Calendar and scheduling software
    • Appointment scheduling software
    • Electronic calendar management software
    Data base user interface and query software
    • Alpha Software Alpha Five
    • Automated information system software
    • Claim processing system software
    • Database software
    • IBM Check Processing Control System CPSC
    Electronic mail software
    • Email software
    • IBM Lotus Notes
    • Microsoft Outlook
    Medical software
    • Electronic health record (EHR) software
    • GE Healthcare Centricity EMR
    • Kodak Dental Systems Kodak SOFTDENT Practice management software PMS

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