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Compliance Administrative Assistant

Overview

The Compliance Administrative Assistant is responsible for performing general administrative duties to support assigned organizational unit. Assists Program and Department Head or staff with coordination and execution of administrative tasks necessary to meet the goals and objectives of Visiting Nurse Service of New York and its subsidiaries.


Responsibilities
  • Performs and provides general administrative activities and duties (i.e., photocopies, faxes, collates materials, prepares and maintains packages, etc.)

  • Answers and screens telephone calls using established and appropriate greeting; takes accurate detailed messages and routes calls to appropriate party, areas and programs. Responds to general inquiries, requests for information, follows up, as appropriate and refers complex non-routine inquires to supervisor or appropriate party

  • Coordinates and schedules meetings, arranges logistics and equipment needs, prepares and distributes meeting notifications and invitations, establishes attendance list, prepares agenda and materials for meetings, and takes minutes, as needed

  • Prepares correspondence, memos, and reports from notes provided by department management or staff.   Prepares original routine correspondence, as directed

  • Maintains department/program files and performs accurate filing using established system 

  • Enters data and information into systems, databases or other programs using a personal computer and appropriate software system

  • Monitors and orders department supplies and equipment inventory.  Calls for service and equipment repair, as necessary

  • Maintains calendar of activities for Department Head or staff and keeps management informed of commitments and changes.  Schedules and maintains space calendar (e.g., conference rooms) for meetings and educational programs

  • Compiles information and prepares simple analyses of requested information or data


Qualifications

Education:  High School Diploma or the equivalent required.  Business or secretarial school graduate preferred.

Experience:  Minimum one year of general office experience required.  Effective oral and written communication and customer service skills required.  Basic personal computer skills including Microsoft Word, Excel required.


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