Administrative Assistant
Job Summary:
The Pharmacy Administrative Assistant is responsible for performing all secretarial functions within the Pharmacy Department as required. This includes handling mail and messages, filing, maintaining licenses, processing time and attendance, and completing assigned projects from the Director.
Essential Functions:
- Answer incoming calls, take messages, and direct calls to the appropriate person.
- Handle telephone conversations with professionalism, accuracy, and respect for patient and teammate confidentiality. Receive information and distribute messages as needed.
- Read all written communications in the mailbox, department bulletin board, and other designated forms of communication at the beginning of each shift.
- Communicate any issues to the appropriate supervisory staff.
- Type and edit documents, letters, reports, and work instructions as directed by the Director.
- File all relevant pharmacy documents for legal and administrative purposes.
- Manage and type all correspondence, reports, and records, including appointment scheduling, visitor and telephone call screening for the Director and Department leadership. Serve as the department receptionist and perform additional duties as required.
- Process and maintain all departmental files, including confidential and special files and reports such as financial reports, time sheets, absentee records, continuing education, and invoices.
- Attend meetings, take minutes, and maintain files related to pharmacy committee involvement. Schedule meeting places and times as necessary.
- Prepare time and attendance records for payroll and maintain all time and pay records, if applicable.
- Review stock levels and order departmental supplies.
- Maintain professional subscriptions, licenses, and memberships.
- Organize and keep pharmacy teammate records on file in an orderly manner.
Education, Training, and Experience:
- High School diploma or GED equivalent is required.
- Graduation from a school or program of secretarial science or office management is desired.
- Strong verbal communication and interpersonal skills are necessary to establish positive relationships with visitors and healthcare team members to ensure optimal patient care.
- One year of experience as a medical secretary or two years of experience as a general secretary is required.
- Proficiency in Microsoft Office applications is essential.
Physical Requirements:
- Visual acuity is necessary to see monitor screens, computers, and hard copy materials.
- Hearing and verbal communication abilities are required for in-person interactions, phone conversations, and meetings.
- Prolonged sitting for up to 2 hours is necessary.
- Ability to operate various office equipment and learn their operation.
- Functional range of motion of the cervical, thoracic, and lumbar spines, as well as the upper and lower extremities, with a grip strength of 50-60 pounds (specific to job evaluation) is required.
- Capable of reaching, bending, squatting, kneeling, and utilizing proper body mechanics for transfers and transportation of supplies and equipment.
- Ability to lift up to 10 pounds (specific to job evaluation).
Note: This job description outlines the general nature and level of work to be performed. It is not exhaustive, and additional responsibilities and duties may be required and assigned.