Administrative Assistant

Women's Health Specialists - Appleton, WI

Full-time - Entry Level

Appleton, WI

Ambulatory Health Care Services

About the position

We are seeking a detail-oriented and organized Administrative Assistant to join our team. The ideal candidate will support leaders by prioritizing work, handling information requests, performing clerical functions, and anticipating the needs and expectations of leaders in a confidential manner. This role requires excellent communication skills, strong time management abilities, and a customer-focused approach.

Responsibilities

• Represent organization and leaders through professional demeanor, use of discretion and confidentiality, and exemplifying the values and behaviors at the highest level of professionalism.
• Assist with calendar management.
• Conduct needed research for reports or presentations.
• Draft, proofread, edit, copy, save letters, reports, or other documents, as directed.
• Work discreetly with sensitive information to maintain confidentiality and security.
• Ensure deadlines are met.
• Event Planning/Coordination, including oversight of the fun committee, newsletter, and other events.
• Meeting scheduling, preparations, logistics and coordination, catering if needed.
• Assist with any other clinic needs as directed.
• Office mail, filing, typing, and scanning invoices.
• Assist staff with office equipment (incl. printers/copiers).
• Assist with templating documents and updating Policies / Procedures.
• Assist with additional tasks as assigned, including, but not limited to reporting, work queue monitoring and management.
• Internal directory and phone listing updates.
• Assist with ordering supplies and coordinating service for office machines.
• Assist with WHS merchandise and materials.
• Assist with the accounts payable process.
• Reconciling invoices.
• Support for month end reconciliation.
• Vendor cost analysis.
• Maintain accurate and up-to-date human resource files, records and documentation.
• Answer frequently asked questions from applicants and employees relative to standard policies, benefits, hiring process, etc.
• Refer more complex questions to management.
• Maintain the integrity and confidentiality of human resource files and records.
• Assist with payroll functions including processing, answering employee questions, and addressing missing timecard information.
• Assist with new hire orientation and onboarding.
• Assist with student placements.

Requirements

• High School Diploma or equivalent (at a minimum), Associate's degree or additional education preferred.
• At least 2 years of progressively responsible administrative support experience.
• Experience with accounts payable and basic accounting preferred.
• Proficiency in Microsoft Word, Excel, Power Point, Outlook is essential.

Nice-to-haves

• Certified Administrative Professional (CAP) or other certifications.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance