Executive Secretaries and Executive Administrative Assistants

Administrative Assistant 1,2, Senior

Location:

Tempe, AZ, US

Date: Jan 16, 2025

**Requisition ID** : 18230

**Join us in building a better future for Arizona!**

SRP is one of the largest public power and water utilities in the U.S. providing electricity to approximately one million customers in the greater metropolitan Phoenix area. Since its founding in 1903, SRP has fostered a culture of stewardship and customer service consistently ranking as an industry leader in customer service according to J.D. Power and named one of Arizona's best employers by Forbes. SRP continues to adapt to its changing business environment by seeking innovative ways to reimagine utility service and the provision of critical resources essential to the life and economy of Arizona.

**Why Work at SRP**

At SRP, we foster an inclusive work environment and believe everyone should have a fair chance to work, regardless of who they are. That’s why we value teams with diverse perspectives, experiences, and backgrounds to help SRP deliver on its mission of providing reliable, affordable and sustainable water and power.

SRP's success is rooted in our employees' happiness, health, and safety. That's why we offer a comprehensive benefits package to meet the needs of our employees and enhance their well-being. In addition to competitive pay and performance incentives, eligible employees can take advantage of the following benefits:

+ Pension Plan (at no cost to the employee)

+ 401(k) plan with employer matching

+ Available your first day: Medical, vision, dental, and life insurance

+ Over 200+ hours of PTO (includes vacation days, holidays, floating holidays, and sick leave)

+ Parental leave (up to 4 weeks) and adoption assistance

+ Wellness programs (including access to a recreation and fitness facility)

+ Short and long-term disability plans

+ Tuition assistance for both undergraduate and graduate programs

+ 10 Employee Resource Groups for career development, community service, and networking

**Summary**

Acts as confidential administrative aide; provides administrative support to the manager and other departmental employees through the coordination of departmental administrative functions. Responds to or refers information requests by phone, e-mail/general correspondence or in person; coordinates correspondence and reports; updates distribution lists; prepares budgets and expense reports; provides word processing, typing, dictation support to departmental staff. May function as timekeeper, schedule meetings, support transcription and assures proper filing, retrieval and retention of information.

**What You'll Do**

Responsible for general departmental administrative duties, including but not limited to answering and directing phone calls; Open/Screen/Distribute departmental mail; managing calendars/scheduling appointments and business-related travel; filing; timekeeping; completing expense reports, etc.

Maintain proficiency in Microsoft Office software (Word, Excel, PowerPoint, etc.)

Maintain project schedules (Microsoft Project, etc) and data entry for databases specific to departmental functions (Access, SQL/Server.)

Maintain department budgets (knowledge of SAP and budgetary processes.)

Responsible for conducting requested research (using the Internet and other tools) in support of departmental projects and activities.

Assists manager in tracking and meeting project deadlines.

**Experience**

At job entry, placement will be determined by a review of college transcripts and related work experience. A minimum of 6 years of related experience is required for the senior level. Once placed into the job family, an employee may become eligible for promotion by demonstrating the ability to perform advanced and more difficult work as determined by their management and meeting experience requirements.

**Education**

College level coursework (100+) related to the position from an accredited institution is preferred.

**Testing and Certifications**

Administrative Assistant Test

**Hybrid Workplace**

SRP currently offers a hybrid workplace, which allows employees whose jobs can be performed remotely, and who have sufficient technical capability, to telework up to three days per week. Although teleworking is available, all employees must live and work in Arizona. We are taking steps to protect the health and well-being of all team members, and by following a number of health and safety protocols, to reduce the risk of the coronavirus (COVID-19).

**Drug/Alcohol Policy Statement**

To promote the safety and well-being of our employees, customers, and the communities we serve, SRP is committed to maintaining a drug/alcohol free work environment. Although marijuana may now be legal in Arizona, except as otherwise specified under Arizona law, SRP considers it to be an illegal drug for the purpose of our drug/alcohol policy because marijuana remains illegal at the federal level. Any candidate found to be impaired during the hiring process or who has the presence of an illegal drug or unauthorized substance in their system during the pre-employment drug/alcohol test may be disqualified from further consideration in the hiring process.

**Equal Opportunity Employer Statement**

Salt River Project (SRP) is committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age, disability, genetic information, military status, or any other protected status under applicable federal, state or local law.

**Work Authorization**

All candidates must be legally authorized to work in the United States.

Currently, SRP does not sponsor H1B visas, OPT, or other employment-related visa's.

**Nearest Major Market:** Phoenix

Our associates celebrate lives. We celebrate our associates.

Consider the possibilities of joining a Great Place to Work!

Provides administrative support to a market office, funeral home, cemetery, crematory or a combination of these facilities. Assists with special projects, research, and resolving problems. Schedules meetings, drafts memos, transcribes notes, and creates presentations, generates reports, an prepares and monitors invoices and expenses.

**SPECIFIC RESPONSIBILITIES**

**Management Administrative Support**

• General office duties include, but are not limited to:

o Answers phones, giving information to callers or redirecting calls as appropriate

o Schedules meetings,

o Time Entry

o Makes travel arrangements

o Plans events,

o Completes management expense reports

o Responds to inquiries in writing and/or verbally.

• Other duties may include:

o Assists on special projects and other duties as assigned by the management team.

o Pulls monthly reports from reporting site and creates spreadsheets for stack rankings and tracking of key performance indicators

o Processes annual funeral home and cemetery license renewals

o Codes and scans of invoices

o Coordinates Sarbanes Oxley compliance

o Schedules call-in appointments for Sales

**Staff Administrative Support**

• Reviews and processes all required documentation and performs day to day administrative duties for funeral services/ burials and/or cremations in accordance with policies and procedures

• Files and maintains customer information for both new business and previous customers

• Maintains office and facility supplies as well as fax machines, copiers and network printers.

• Prepares Daily Schedules (Services, Who’s Up, etc.)

• Assists Human Resources (HR) with investigations, note taking and other documents

• Administers HR processes including new hire paperwork, background checks and bonus processing

• Schedules new associates for new hire orientation

• Maintains Market Leader files as necessary

• Enters contract details into HMIS and maintain other related documents.

• Orders and checks memorial to ensure accuracy.

• Works with pre-need arrangements and completes administrative paperwork.

• Assists in preparing and generating required reports

• Processes accounts payable and other accounting support transactions

• Maintains processes to ensure compliance with policies and procedures including SOX administration and audit

• Trains others on policies, procedures and new company initiatives

• Performs other duties as assigned

**Customer Service**

• Receives incoming telephone calls and assist callers with any questions or comments, direct calls to appropriate team members.

• May serve as Receptionist to greet and receive client families and / or other persons entering the office for information and assistance.

• Maintains a friendly attitude offering assistance and guidance to all persons entering the location

Postal Code: 85257

Category (Portal Searching): Administration and Clerical

Job Location: US-AZ - Scottsdale

Job Profile ID: F00200

Time Type: Full time

Location Name: Green Acres Mortuary & Cemetery

About Us

Summit Line Construction, a subsidiary of Quanta Services, Inc. (NYSE: PWR), is one of North America's premier utility construction companies. Headquartered in Heber City, Utah, we offer powerline and substation construction and maintenance services in a variety of utility markets. Like many Quanta operating companies, Summit Line continues to experience significant growth. As our national operations expand, we seek motivated individuals to join the team!

About this Role

Company Overview:

Summit Line Construction is headquartered in Heber City, Utah. With additional Utah locations in Sandy and Provo. You can also find us in Northern California, Reno, Las Vegas and Phoenix. We offer our team members competitive pay and benefits, rewarding work, growth opportunities, and a constructive and collaborative work environment.

Job Summary

We are currently seeking an Office Manger to join our Phoenix, AZ team! The Office Manager at Summit Line Construction will oversee the daily operations of a regional office and its various departments. The Office Manager will enhance employee productivity across departments while maintaining communication with new hires, department leads, and upper management.

What You'll Do

Key Responsibilities:

Financial Management & Resource Allocation:

+ Monitor expenses and adhere to budgetary constraints for office administration.

+ Identify and implement cost-saving measures to enhance financial efficiency within the office.

+ Work closely with the project management department to allocate resources effectively (such as union call outs, crew time submission for payroll) to meet staffing requirements.

+ Produce office reports and handle company contracts.

Daily Operations & Coordination:

+ Oversee daily operations of the office and administrative activities.

+ Coordinate with multiple departments to manage the availability of office supplies, equipment, and maintenance services.

+ Order office supplies (stationery, furniture, appliances, equipment, electronics, etc.) as required .

+ Maintain employee records and ensure compliance with labor laws, union contracts, and company policies.

+ Manage vendors and contractors who provide services to the regional office.

+ Oversee the work of office employees to ensure productivity, deadlines, and company standards are met.

+ Improve office operations and procedures, and provide status reports to senior management.

+ Ensure a safe work environment for employees.

+ Organize office maintenance to keep the office clean and safe.

Onboarding of Regional Employees:

+ Assist construction management with union recruitment (call outs and referral acceptance), onboarding, and training of new hires.

+ Work closely with the Safety Team to ensure all safety training is completed for all field employees, including recurring training.

+ Ensure new hire paperwork is accurately submitted and employees are activated in our system.

+ Ensure all DOT documentation is submitted and clearances given for all DOT employees.

+ Upload all new hire documentation to corporate HR on schedule.

+ Support new hires and ensure a smooth transition into the company.

+ Communicate with regional leads to collect accurate payroll data on schedule.

Payroll & Compliance Management:

+ Ensure payroll accuracy by collecting and verifying payroll data and timesheets from crew leaders and field personnel.

+ Work closely with corporate HR and Payroll to manage union employee temporary wage/job changes.

+ Coordinate with the finance department to ensure accurate and timely payroll disbursements.

Client & Stakeholder Relations:

+ Serve as the primary point of contact for client inquiries and ensure prompt resolution of issues.

+ Work closely with internal stakeholders to discuss company needs and ensure company policies are met.

+ Maintain open and transparent communication with internal stakeholders.

+ Ensure alignment with company policies and objectives by collaborating closely with stakeholders.

Event & Meeting Management:

+ Plan and coordinate meetings, events, and travel arrangements for regional activities.

+ Manage all logistical aspects of events for the regional office.

+ Maintain the regional office schedule/calendar of events and meetings.

What You'll Bring

Qualifications:

+ Education/Experience: Bachelor’s degree in business administration, communications, or equivalent is required . 2+ years of experience in an administrative/office management role, preferably in the construction industry.

+ Technical Proficiency: Must be proficient with Microsoft Office suite, particularly strong Microsoft Excel skills. Payroll and Time Keeping systems experience is important.

+ Leadership and Confidentiality: Demonstrates strong interpersonal skills to interact positively with employees, effective leadership qualities to manage challenges and oversee productivity, and the ability to maintain strict confidentiality.

+ Multi-Tasking and Adaptability: Excellent organizational and planning skills with attention to detail, capable of working in a fast-paced environment, demonstrate adaptability by switching directions as needed.

What You'll Get

Benefits:

We offer an extremely competitive and comprehensive benefits package including:

+ PTO that starts accruing DAY 1

+ 401K Immediate Vesting; employer match starting same day

+ Several medical plan options

+ Dental and Vision benefits

+ Life insurance, short term & long-term disability

+ Paid Holidays

+ Employee discounts, EAP and Wellness Program

+ Identity Theft Protection and so much more

SLC_HP

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.We are an Equal Opportunity Employer, including disability and protected veteran status.We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.

Apply Here (https://careers-quanta.icims.com/jobs/7503/office-manager/job?mode=apply&apply=yes&in\_iframe=1&hashed=-336060817)

Connect With Us!

ID2025-7503

CategoryAdministrative

Position TypeFull-Time Regular

LocationUS-AZ-Phoenix

Workplace TypeOn-Site

Administrative Assistant II

Requisition ID: 136816

Location:

Claypool, AZ, US, 85532

Category: Admin Support

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Why You Should Apply For This Job:

_At Freeport-McMoRan, we are committed to providing an employment package that recognizes excellence, encourages safe production and a culture supported by our core values. Here, you’ll find a collaborative environment where safety is a top priority, all opinions are valued, and people are empowered to grow in their career._ **_Apply Today! _**

**Where You Will Work **

Our Miami smelter and rod plant is nestled just 90 miles east of Phoenix. The smelter processes copper concentrate primarily from our company’s Arizona copper mines and is the most significant source of sulphuric acid for our North American leaching operations. Arizona’s Globe-Miami historic mining district offers natural beauty and a rich mining heritage. The Tri-Town of Globe, Claypool and Miami offers convenient shopping locales, including Walmart, Safeway, Fry’s and other local stores. Here, our employees and their families can connect with the outdoors and enjoy the family-friendly atmosphere. VisitGlobe-Miami.com) (https://www.globemiamichamber.com/) to learn more.

**Description**

Under general supervision, provide complex and diversified administrative support for the leadership and staff of a functional unit at assigned site.

+ Coordinate the daily operation of the unit.

+ Prepare agendas, transcribe and distribute minutes of committees, commissions, and meetings.

+ Perform complex, diversified, and specialized administrative work for the site leadership or functional unit staff. Prepare and type memoranda, letters, and reports. Create computer forms, templates, and tables. Compile statistical data.

+ Review and recommend new or enhanced operating procedures.

+ Set up and maintain complex electronic and paper filing systems.

+ Coordinate or prepare a wide variety of complex financial and operational reports.

+ Coordinate collection and presentation of budget data.

+ Interpret established policy and provide information for the resolution of problems.

+ May serve as Notary Public.

+ May attend meetings with or as a representative of their supervisor

+ Perform other duties as requested

**Qualifications**

Minimum Qualifications:

+ Three (3) years administrative experience.

+ Solid computer skills in office word processing, email, spreadsheet, and presentation applications.

Preferred Requirements:

+ Microsoft Office Suite: Proficiency in Word, Excel, PowerPoint, Power BI and Outlook for document creation, data analysis, presentations, and email management.

+ Maintenance Management Software: Familiarity with tools like CMMS (Computerized Maintenance Management Systems) SAP to track maintenance activities, manage work orders, and schedule preventive maintenance.

+ Database Management: Experience with data entry, organization, and database systems to maintain accurate records.

+ Email Management: Proficiency in managing emails, scheduling, and using email clients effectively.

+ Calendar Management: Experience in scheduling appointments, meetings, and managing calendars electronically.

+ Virtual Meeting Platforms: Familiarity with platforms such as Zoom, Microsoft Teams, or WebEx for virtual meetings.

+ Document Management: Skilled in using document management software to organize and store file.

Criteria/Conditions:

+ Personal protective equipment is required when performing work in a mine, outdoor, manufacturing or plant environment, including hard hat, hearing protection, safety glasses, safety footwear, and as needed, respirator, rubber steel-toe boots, protective clothing, gloves and any other protective equipment as required

+ Freeport-McMoRan promotes a drug/ alcohol free work environment through the use of mandatory pre-employment drug testing and on-going random drug testing as per applicable state laws

**What We Offer You**

The estimated pay range for this role is currently **$23.00 - $31.00/hour.** This range reflects base salary only and does not include bonus payments, benefits or retirement contributions. Actual base pay is determined by experience, qualifications, skills and other job-related factors. This role is eligible for additional discretionary and incentive payment considerations based on company and individual performance. More details will be shared during the hiring process.Click here (http://performancemanager4.successfactors.com/doc/custom/freeportmc/Total\_Rewards\_Estimate\_5.4\_24.pdf) to view a sample of Total Rewards Estimate for this role.

+ Affordable medical, dental and vision benefits

+ Company-paid life and disability insurance

+ 401(k) plan with employer contribution/match

+ Paid time off, paid sick time, holiday pay, parental leave

+ Tuition assistance

+ Employee Assistance Program

+ Discounted insurance plans for pet, auto, home and vehicle

+ Internal progression opportunities

+ Learn more (https://jobs.fcx.com/content/Benefits/?locale=en\_US) about our competitive and comprehensive benefits package!

** What We Require **

+ Candidates may be required to pass a medical exam.

+ Candidates must pass all required training and/or testing.

+ Employees may be required to work a non-standard schedule, which may include shift work (other than day shift) at a 24/7, 365-day operation.

+ Freeport-McMoRan promotes a drug/alcohol-free work environment using mandatory pre-employment drug testing and on-going drug and alcohol testing, as allowed by applicable laws.

**Equal Opportunity Employer **

_Please be advised that Freeport-McMoRan will never request payment for job-related expenses from applicants. If you receive any suspicious emails, please disregard them, and report the incident to_ [email protected]_ _._

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+ Administrative

+ Phoenix, AZ

+ Executive Assistant

Phoenix, AZ

Executive Assistant

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Job Description

David Weekley Homes is seeking to add an experienced Executive Assistant to support the Region President and Directors in Phoenix, Arizona.

The successful candidate must possess a strong work ethic, effective communication skills, and have the ability to manage multiple competing priorities. Experience as an executive assistant, in a role within a residential home building or commercial environment, a degree in construction or marketing, or any experience or knowledge in land/legal a plus! Searching for someone that wants to learn and is a good strong culture fit.

Job responsibilities:

+ Coordinate meetings and calendar for Region President and Directors

+ Maintain daily, weekly and monthly reports

+ Create presentations and documents as needed

+ Prepare growth reviews and maintain confidential personnel files

+ Review contracts and legal documents

+ Do market research and prepare market studies

+ Process invoices, check requests and credit card statements

+ Prepare and proof correspondence, including Team Member Anniversary letters

+ Supports the Learning Team

+ Other miscellaneous office items

Qualifications

+ Positive attitude and professional appearance, with a solid awareness of office protocol

+ High attention to detail and ability to work effectively with numerous interruptions

+ Flexibility to deal with changes regularly

+ Excellent written and verbal communication skills

+ Must be able to maintain confidentiality

+ Self-motivated and able to work both independently and as a member of a dynamic team

+ Strong follow-through and organizational skills with a sense of urgency

+ Strong Organizational Skills

+ Prior success multi-tasking in a fast-paced environment balancing a heavy workload of immediate demands along with both short and long-term projects

+ Ability to maintain follow-up on a number of projects simultaneously

+ Type fast, think fast, act fast, and have a sense of humor when appropriate

Skills and Experience:

+ Highly proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) is required

+ Proficiency in JD Edwards and SharePoint is a plus

+ Prior experience with market research with MetroStudy, MLS, or similar is a plus

Additional Information

.

What We Offer:

Come build your future with our winning team, recognized by Fortune Magazine as one of the "100 Best Companies to Work For" 18 times! David Weekley Homes builds in 19 markets across the U.S. and is one of the largest private home builders in America.

We offer an excellent benefits package that includes:

+ Health Insurance - Medical, Dental and Vision

+ 401k and discretionary 8% match

+ Employee Stock Ownership Plan

+ Profit Sharing

+ Vacation, Paid Holidays, plus PTO

+ New Home Discount for Team Member and Family

+ College Scholarship Program

+ Community Outreach

+ Sabbaticals

+ And more!

David Weekley Homes is an Equal Opportunity Employer (https://careers.davidweekleyhomes.com/eeo) , and all qualified applicants will receive consideration for employment without regard to any status protected by state or federal law.

Note to Job Seekers: No telephone calls or walk-ins please. Interviews are by appointment only. Your resume will be reviewed and qualified candidates may be contacted in the event of a potential job match, or if further information is needed.

**Overview**

**_*** This position is contingent upon contract award ***_**

SOSi is currently seeking an Administrative Assistant to join our team supporting detention/correctional or residential healthcare operations project for our government customer in Florence, AZ.

**Essential Job Duties**

+ Inputs a variety of materials in the form of memoranda, meeting minutes, letters, briefing materials and reports.

+ Establishes and maintains office files, databases and creates electronic spreadsheets which may include the management of timesheets, leave requests, contract documents, and invoices. Reviews files to meet current needs and periodically reviews materials for disposition.

+ Maintains confidentiality of all records, including; medical and personnel records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters. Keeps all file systems containing PII secured per the customer policy.

+ Arranges for meetings, including making reservations for conference rooms and notifying participants. When necessary, attends meetings and prepares reports of the proceedings.

+ Receives and screens visitors and telephone calls to the medical facility, referring callers to the customer or other clinic staff as appropriate.

+ Independently accomplishes tasks and questions within their scope. Seeks guidance when appropriate.

+ Maintains calendar and schedules appointments and meetings as directed. Reminds customer of appointments and provided briefs on the matters to be considered before the scheduled meetings. On own initiative, reschedules appointments when it becomes apparent that the customer will not be able to meet previous engagements.

+ Receives and screens all incoming correspondence and directives to keep aware of the activities of the office. Determines those that can be acted upon personally and takes necessary action. When necessary uses initiative to obtain clarification or instructions from originating offices.

+ Controls incoming and outgoing correspondence and action documents, following up to ensure that deadlines are met for responses.

+ Receives and processes requests for information in accordance with the Fair Information Practice Principles and Privacy Act.

+ Performs record keeping functions in accordance with program policies and position.

+ Maintains functional proficiency and ease of use utilizing electronic health records as required by, and appropriate to, position.

+ Performs the duties of Medical Records Technician as time allows when primary role is complete

+ Completes all initial, annual and ad hoc training as required/assigned.

+ Serves as a team member for analyzing established protocol practices and identifying areas for improvement.

+ Maintains patient confidentiality, and confidentiality of medical records, in compliance with the Privacy Act and HIPAA regulations in all work activities.

+ Adheres to and participates in: Safety, Prevention, Infection and Control, Quality Improvement, Patient Education and other programs and collateral duties as appropriate to position.

+ Attends and participates in general/medical staff meetings

+ Adheres to and maintains awareness of; Policies, Procedures, Directives, Operational Memoranda and accreditation standards as prescribed by customer.

**Minimum Requirements**

+ Associates Degree preferred; however, a High School Diploma is minimally acceptable criteria.

+ Minimum of one year of direct experience in a healthcare setting as an Administrative Assistant, where the processing of electronic medical/health records and scheduling medical appointments, such as radiology procedures, specialty consults, follow-up appointments, and surgical procedures as part of the daily responsibilities.

+ Ability to obtain/maintain required security clearance.

+ Ability to obtain/maintain pre-employment medical clearance.

+ Strong communication skills in both verbal and written.

+ Excellent interpersonal skills.

+ Proficient in Microsoft Office (MS word, Excel, PowerPoint Outlook and SharePoint).

**REQURED LICENSURE/CERTIFICATION**

Maintains Heartsaver CPR AED certification through the American Heart Association. Must include hands on training and practice with an instructor and a mannequin.

**Preferred Qualifications**

+ Verbal and written proficiency in Spanish is preferred.

+ Prior experience in a detention/correctional or residential healthcare setting is preferred, not required.

**Work Environment**

+ Facility Operates 24/7/365; an employee may be required to respond during an emergency activation.

+ Ability to work non-traditional hours including evenings, as well as weekends and holidays. Night shifts may be requested at times based on mission needs but are generally not required. (Site specific).

+ The work requires some physical exertion, such as long periods of standing; walking or jogging unaided over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching, or similar activities; or recurring lifting of moderately heavy patients or equipment.

+ The work may require specific, but common, physical characteristics and abilities, such as agility and dexterity, visual, and hearing capabilities.

+ Must be able to respond to any medical emergency in the facility, via foot, within four minutes and perform CPR/emergency care standing or kneeling.

+ Ability to work efficiently under deadlines and pressure.

+ Ability to keep up in a fast-paced environment.

**Commitment to Diversity**

SOSi does not discriminate against job applicants or employees on any legally recognized basis including, but not limited to age, race, color, religion, national origin, genetic information, sex, sexual orientation, gender identity or expression, marital status, disability, veteran status, or any other characteristic protected by applicable U.S. federal, state, and local laws.

**Overview**

**_*** This position is contingent upon contract award ***_**

SOSi is currently seeking an Administrative Assistant to join our team supporting detention/correctional or residential healthcare operations project for our government customer in Eloy, AZ.

**Essential Job Duties**

+ Inputs a variety of materials in the form of memoranda, meeting minutes, letters, briefing materials and reports.

+ Establishes and maintains office files, databases and creates electronic spreadsheets which may include the management of timesheets, leave requests, contract documents, and invoices. Reviews files to meet current needs and periodically reviews materials for disposition.

+ Maintains confidentiality of all records, including; medical and personnel records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters. Keeps all file systems containing PII secured per the customer policy.

+ Arranges for meetings, including making reservations for conference rooms and notifying participants. When necessary, attends meetings and prepares reports of the proceedings.

+ Receives and screens visitors and telephone calls to the medical facility, referring callers to the customer or other clinic staff as appropriate.

+ Independently accomplishes tasks and questions within their scope. Seeks guidance when appropriate.

+ Maintains calendar and schedules appointments and meetings as directed. Reminds customer of appointments and provided briefs on the matters to be considered before the scheduled meetings. On own initiative, reschedules appointments when it becomes apparent that the customer will not be able to meet previous engagements.

+ Receives and screens all incoming correspondence and directives to keep aware of the activities of the office. Determines those that can be acted upon personally and takes necessary action. When necessary uses initiative to obtain clarification or instructions from originating offices.

+ Controls incoming and outgoing correspondence and action documents, following up to ensure that deadlines are met for responses.

+ Receives and processes requests for information in accordance with the Fair Information Practice Principles and Privacy Act.

+ Performs record keeping functions in accordance with program policies and position.

+ Maintains functional proficiency and ease of use utilizing electronic health records as required by, and appropriate to, position.

+ Performs the duties of Medical Records Technician as time allows when primary role is complete

+ Completes all initial, annual and ad hoc training as required/assigned.

+ Serves as a team member for analyzing established protocol practices and identifying areas for improvement.

+ Maintains patient confidentiality, and confidentiality of medical records, in compliance with the Privacy Act and HIPAA regulations in all work activities.

+ Adheres to and participates in: Safety, Prevention, Infection and Control, Quality Improvement, Patient Education and other programs and collateral duties as appropriate to position.

+ Attends and participates in general/medical staff meetings

+ Adheres to and maintains awareness of; Policies, Procedures, Directives, Operational Memoranda and accreditation standards as prescribed by customer.

**Minimum Requirements**

+ Associates Degree preferred; however, a High School Diploma is minimally acceptable criteria.

+ Minimum of one year of direct experience in a healthcare setting as an Administrative Assistant, where the processing of electronic medical/health records and scheduling medical appointments, such as radiology procedures, specialty consults, follow-up appointments, and surgical procedures as part of the daily responsibilities.

+ Ability to obtain/maintain required security clearance.

+ Ability to obtain/maintain pre-employment medical clearance.

+ Strong communication skills in both verbal and written.

+ Excellent interpersonal skills.

+ Proficient in Microsoft Office (MS word, Excel, PowerPoint Outlook and SharePoint).

**REQURED LICENSURE/CERTIFICATION**

Maintains Heartsaver CPR AED certification through the American Heart Association. Must include hands on training and practice with an instructor and a mannequin.

**Preferred Qualifications**

+ Verbal and written proficiency in Spanish is preferred.

+ Prior experience in a detention/correctional or residential healthcare setting is preferred, not required.

**Work Environment**

+ Facility Operates 24/7/365; an employee may be required to respond during an emergency activation.

+ Ability to work non-traditional hours including evenings, as well as weekends and holidays. Night shifts may be requested at times based on mission needs but are generally not required. (Site specific).

+ The work requires some physical exertion, such as long periods of standing; walking or jogging unaided over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching, or similar activities; or recurring lifting of moderately heavy patients or equipment.

+ The work may require specific, but common, physical characteristics and abilities, such as agility and dexterity, visual, and hearing capabilities.

+ Must be able to respond to any medical emergency in the facility, via foot, within four minutes and perform CPR/emergency care standing or kneeling.

+ Ability to work efficiently under deadlines and pressure.

+ Ability to keep up in a fast-paced environment.

**Commitment to Diversity**

SOSi does not discriminate against job applicants or employees on any legally recognized basis including, but not limited to age, race, color, religion, national origin, genetic information, sex, sexual orientation, gender identity or expression, marital status, disability, veteran status, or any other characteristic protected by applicable U.S. federal, state, and local laws.

Job Overview

We seek an organized, proactive, resourceful Office Administrator to join our team. This onsite job opportunity requires all 5 days in the office. In this role, you will oversee daily office operations, ensuring a well-coordinated, efficient, and welcoming environment. The ideal candidate is a detail-oriented individual with strong communication and multitasking skills who can handle administrative responsibilities effectively while supporting our team and maintaining our office's smooth functionality.

Key Responsibilities

+ Office Management: Oversee daily office operations, manage supplies inventory, coordinate cleanliness, repairs, and overall facility maintenance.

+ Administrative Support: Schedule meetings, appointments, and travel; handle internal communications and correspondence.

+ Record Keeping, Documentation, and Asset Management: Maintain and update office records, files, and confidential information securely; manage and keep records of office assets.

+ Budgeting and Expense Tracking: Track office expenses, manage budgets, and process invoices and reimbursements accurately.

+ Employee Support and Onboarding: Facilitate onboarding, provide new hires with resources, and offer orientation support.

+ Policy Compliance and Office Protocol: Ensure adherence to office policies, procedures, and relevant regulations.

+ Vendor and Supplier Coordination: Manage vendor contracts, coordinate orders, and maintain office supplies and services.

+ Event and Meeting Coordination: Organize meetings, and internal events, and manage logistics for off-site gatherings.

Qualifications

+ Proven experience as an Office Administrator, Administrative Assistant, or similar role.

+ Strong organizational and time-management skills, with the ability to multitask effectively.

+ Excellent written and verbal communication skills.

+ Proficiency in office software (e.g., Microsoft Office Suite).

+ Familiarity with budgeting, expense tracking, and record-keeping.

+ Ability to handle sensitive information with discretion.

+ Bachelor's degree required.

**Working At NYAP**

+ NYAP's commitment to doing what is best for children, youth and their families is a core value and one that we look for in our newest team members.

+ 33 Paid days off each year! (11 holidays + 22 days PTO)

+ Healthcare Benefits for you and your family

+ Pet insurance that provides discounts and reimbursements

+ Competitive salaries and benefits including a 401(k), Summer Hours Off (Half-day Fridays and Work Anniversary Trips!)

+ Mileage Reimbursement, Phone Allowance, Student Loan Repayment Assistance, CEU’s and ongoing trainings/education

+ Why Work with Us? Exciting Benefits and Opportunities at NYAP!

The Administrative Assistant position provides the opportunity to perform a variety of administrative tasks that promote efficiency in the daily operations of the office. Requires excellent people relations skills, knowledge of office systems, basic bookkeeping skills, and sound knowledge of agency programs, procedures, and policies. Incumbent must be well organized and able to effectively interact with agency staff and the general public.

**RESPONSIBILITIES**

The Administrative Assistant will perform administrative duties including, but not limited to:

+ Perform all work in a manner consistent with the National Youth Advocate Program’s mission, values, and philosophies.

+ Flexible Hours

+ Arrange annual conferences, regional conferences, training sessions and workshops, and all other public relation events as requested.

+ Enter all program information into computer, maintain databases, and update all changes, additions, deletions, etc.

+ Provide quarterly and annual reports on all children served by the agency.

+ Coordinate newspaper advertisements for the program, advocates, and agency employees.

+ Collaborate and provide support to designated manager, team, and/or other administrative staff as needed.

+ Provide appropriate documentation for the payment of all expenses incurred by the agency, and maintain an ongoing log of agency bills and expenditures if required.

+ Attend meetings and record and distribute meeting minutes as assigned by the Director or designee.

+ Provide any statistical data as required.

+ Maintain adequate office supplies.

+ Coordinate office equipment purchases, maintenance, and maintenance contracts.

+ Provide notary public services for the agency.

+ Provide general administrative support services for the assigned office.

**MINIMUM QUALIFICATIONS**

+ High School Diploma or GED equivalent.

+ Previous experience and proficiency in the use of various office machines, including computers.

+ Basic bookkeeping skills and experience.

+ Proficiency with Microsoft Office, including Excel and Word.

+ Bilingual English/Spanish fluency.

+ Must have a valid driver’s license, reliable transportation, automotive insurance, and a good driving record.

+ Minimum automobile insurance coverage of $100,000/300,000 bodily injury liability

+ Proficient use of desktop and laptop computers, internet search, people management programs, smart phones and tablets, printers, fax machines and photocopiers as well as software including word processing, spreadsheet and database programs.

**OTHER SKILLS**

+ Excellent customer service and communication skills.

+ Sensitivity to cultural diversity.

+ Enthusiastic self-starter.

+ Excellent oral and written communication skills.

+ Strong organizational and administrative skills.

+ Effective problem-solving and decision-making skills.

+ Works well independently and as a team member.

**PHYSICAL DEMANDS**

+ Use of manual dexterity, tactile, visual, and audio acuity.

+ Use of repetitive motion, prolonged periods of sitting and standing, and sustained visual and mental applications and demands.

+ Occasional lifting (up to 25 pounds), bending, pulling, and carrying.

+ Ability to travel frequently and drive vehicle while sitting for extended periods, with frequency varying based on program demands.

+ Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

We are an Equal Opportunity Employer who celebrates diversity and are committed to creating an inclusive environment for all employees by prohibiting discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

**Who we are**

**National Youth Advocate Program has been serving communities and clients since 1978 and we continue to grow each year. Our growth allows us to expand and develop new and innovative programs to meet the ever-changing needs of those we serve. We offer unique and personalized services for families and individuals in four areas: Prevention/Intervention, Positive Youth Development, Out-of-Home-Placement and Reunification/Permanency.**

**We look for individuals that are ready to make a direct impact and are excited to be an instrument in supporting the needs of our children, youth and families.**

An Equal Opportunity Employer, including disability/veterans.

Chartwells K12

+ We are hiring immediately for a full time ADMINISTRATIVE ASSISTANT position.

+ Location: American Leadership Academy - 6913 E. Rembrandt Avenue, Mesa, AZ 85212 Note: online applications accepted only.

+ Schedule: Full time schedule. Monday through Friday, hours may vary. More details upon interview.

+ Requirement: Administrative experience is preferred.

+ Pay Range: $18.00 to $20.00

*Internal Employee Referral Bonus Available

We Make Applying Easy! Want to apply to this job via text messaging? Text JOB to 75000 and search requisition ID number 1371008.

The advertised program is a conversational recruiting assistant that helps you apply to jobs with Compass Group. Message frequency varies. Message and data rates may apply. Text STOP to opt out or HELP for help. Terms and conditions: http://olivia.paradox.ai/moSkg

Diversity of thought and inclusion for all is what drives our success - we invite you to start your journey with us today!

Chartwells K12's goal is to make sure students leave the cafeteria happier and healthier than they came in, by serving food kids love to eat and creating custom dining programs. With more than 16,000 associates in 4,300 schools, ranging from large public institutions to small charter and private schools, Chartwells K12 is built on decades of food, education and operational experience driven by top culinary, nutrition, wellness, and sustainability talent. For more information, visit www.ChartwellsK12.com .

Job Summary

Summary: Responsible for clerical functions and administrative support of food service programs.

Essential Duties and Responsibilities:

+ Answer telephones and direct inquiries in a professional and client centric manner.

+ Maintain confidential personnel files.

+ Assist management staff in preparing confidential employment and labor relations documents, including but not limited to proposed disciplinary notices.

+ Assist with staffing, including finding staff when employees call out on short notice.

+ Work effectively and maintain good working relationships with co-workers, school personnel, administrators, student's parents and Supervisor.

+ Complete and maintain accurate and up to date records of students eligible for free and reduced priced lunches if applicable.

+ Enter weekly cash sales and meal counts using computer.

+ Perform daily bank deposit reconciliation.

+ Process vendor invoices for payment - using computer, making sure addition is correct and checking item prices against bid specifications, making sure there is no discrepancy in pricing.

+ Perform monthly vendor statement reconciliation.

+ Prepare monthly state claim form for reimbursement.

+ Assist in preparation of end of month financial reports.

+ Attend in-service and/or safety meetings as required.

+ Maintain clean and safe work environment; ability to perform job safely.

+ Performs other duties as assigned.

Associates at Chartwells K-12 are offered many fantastic benefits.

Both full-time and part-time positions offer the following benefits to associates:

+ Retirement Plan

+ Associate Shopping Program

+ Health and Wellness Programs

+ Discount Marketplace

+ Identity Theft Protection

+ Pet Insurance

+ Voluntary Benefits, including Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Legal Services, and Choice Auto and Home Program

In addition, full-time positions also offer the following benefits to associates:

+ Medical

+ Dental

+ Vision

+ Life Insurance/AD

+ Disability Insurance

+ Commuter Benefits

+ Employee Assistance Program

+ Flexible Spending Accounts (FSAs)

Associates may also be eligible for paid and/or unpaid time off benefits in accordance with applicable federal, state, and local laws. For positions in Washington State, Maryland, or to be performed Remotely, click here (https://www.compass-usa.com/wp-content/uploads/2023/08/2023\_WageTransparency\_ChartwellsK12.pdf) for paid time off benefits information.

About Compass Group: Achieving leadership in the foodservice industry

Compass Group is an equal opportunity employer. At Compass, we are committed to treating all Applicants and Associates fairly based on their abilities, achievements, and experience without regard to race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law.

Qualified candidates must be able to perform the essential functions of this position satisfactorily with or without a reasonable accommodation. Disclaimer: this job post is not necessarily an exhaustive list of all essential responsibilities, skills, tasks, or requirements associated with this position. While this is intended to be an accurate reflection of the position posted, the Company reserves the right to modify or change the essential functions of the job based on business necessity.

Applications are accepted on an ongoing basis.

Chartwells K-12 maintains a drug-free workplace.