Administrative Assistant II

Overview

Responsible for performing a wide variety of administrative duties to support assigned organizational unit. Assists program / department head or staff with coordination and execution of administrative tasks necessary to meet the goals and objectives of the department / agency. Works under moderate supervision.

What We Provide

Referral bonus opportunities

Generous paid time off (PTO), starting at 20 days of paid time off and 9 company holidays

Health insurance plan for you and your loved ones, Medical, Dental, Vision, Life and Disability

Employer-matched 401k retirement saving program

Personal and financial wellness programs

Pre-tax flexible spending accounts (FSAs) for healthcare and dependent care and commuter transit program

Generous tuition reimbursement for qualifying degrees

Opportunities for professional growth and career advancement and CEU credits

What You Will Do

• Performs and provides administrative support functions such as photocopying, faxing, collating materials, filing, and preparing packages, to support department or program.
• Answers and screens telephone calls using appropriate greeting, takes detailed and accurate messages, routes calls to appropriate person, areas or program. Responds to inquiries, requests for information and resolves routine and more complex issues. Follows-up with internal and external clients and advises supervisor of unusual and complex issues, obtaining necessary documents. Provides accurate information on VNS Health Programs.
• Greets and screens visitors, notifies appropriate party of arrival and researches and provides information, when necessary. Provides coverage for the reception area, as needed.
• Coordinates and schedules meetings, arranges logistics and equipment needs, prepares and distributes meeting notifications and invitations, and establishes attendance list. Prepares agenda and materials for meetings. Takes minutes, as needed. Follows-up with participants to ensure assigned activities are completed within project deadline and advises department / program head or staff of status, as directed.
• Maintains calendar of activities for department / program head and / or staff, schedules meetings and keeps management informed of commitments and changes. Schedules and maintains departmental activity or space calendar (e.g., conference rooms) for meetings and educational programs.
• Compiles data and information, enters into systems, databases or other programs and generates reports, charts and graphs using personal computer and appropriate software systems.
• Conducts basic research. Summarizes information and prepares reports on findings.
• Processes bills and invoices, prepares check requests, maintains expense ledger, reconciles petty cash fund and performs other aspects of a routine financial nature. Keeps supervisor informed of status.
• Receives, opens, sorts and directs incoming mail and routes outgoing mail to appropriate area for action. Prepares and sends mailings and packages.
• Monitors, orders and maintains inventory of department supplies and equipment. Calls for service and equipment repairs as necessary.
• Participates in special projects and performs other duties as assigned.

Qualifications

Education :

High School Diploma or the equivalent RequiredBachelor's Degree in Business Administration, Office Management, Technology, or related discipline Preferred

Work Experience :

Minimum two years general office experience RequiredEffective oral, written and verbal communication and customer service skills RequiredIntermediate computer skills, including Microsoft Word, Excel Required

Pay Range

USD $19.18 - USD $23.99 / Hr.

About Us

VNS Health is one of the nations largest nonprofit home and community-based health care organizations. Innovating in health care for more than 130 years, our commitment to health and well-being is what drives us we help people live, age and heal where they feel most comfortable, in their own homes, connected to their family and community. On any given day, more than 10,000 VNS Health team members deliver compassionate care, unparalleled expertise and 24 / 7 solutions and resources to the more than 43,000 neighbors who look to us for care. Powered and informed by data analytics that are unmatched in the home and community-health industry, VNS Health offers a full range of health care services, solutions and health plans designed to simplify the health care experience and meet the diverse and complex needs of the communities and people we serve in New York and beyond.