Job Description

DURATION:  6 months

SHIFT TIMING:  8 hours a day

NOTE: Have to rotate amongst the Phoenix ICFs(85015, 85018,85006)

JOB DESCRIPTION:

THIS POSITION PROVIDES CLERICAL AND ADMINISTRATIVE SUPPORT IN STAFF LOCATED IN PHOENIX BY ASSISTING WITH:

• Scheduling appointments and maintaining calendars,
• Conducting COVID screenings.
• Mail Handling and Routing.
• Compiling documents using Google Docs and/or Google Sheets.
• Filing and Organizing.
• Printing, Scanning, Faxing.
• Other Administrative Duties as assigned.
• In-state travel is required.
• Proof of completion of Covid-19 Vaccination series is required.

 ADMIN SECRETARY 2 RESPONSIBILITIES:

• Position provides clerical and administrative support to Managers/Supervisors in Intermediate Care Facilities.
• Manages and ensures meetings and appointments are placed on unit managers' calendars.
• Greets visitors, issues visitor passes/COVID screenings and directs visitors; types correspondence (e.g., reports, memos, emails); creates and modifies spreadsheets and presentations; performs filing.
• Ensures confidentiality and privacy of information. Checks in and out office and vehicle keys; schedule and coordinate use of vehicles.
• Provides support including mailing, scanning, faxing and copying of documents.
• Maintains electronic and hard copy filing systems.
• Opens, sorts and distributes incoming correspondence.
• Performs data entry and scans documents. Ensures office equipment functions properly and staff are properly trained.
• Independently coordinates, facilitates, and attends various meetings, creates meeting agendas and other materials, taking, transcribing, and distributing minutes and following up on action items. Maintains calendar for manager, sets up meetings as requested.
• Completes special projects as assigned by the manager with minimal supervision and usually with short turnaround times.

 REQUIRED SKILLS:

• Knowledge of principles and practices of administration and time management.
• Knowledge of appropriate use of grammar, punctuation, spelling, and formatting various documents.
• Knowledge of methods for tracking complex work with critical timelines.
• Knowledge of basic program rules, regulations, and operations procedures.
• Skills in oral and written communication.
• Skills in planning, organization, and time management.
• Skills in using computer software programs, e.g., Microsoft Office and Google Suite Products.
• Skills in editing and manipulating documents, spreadsheets, and decks.
• Ability to use independent judgement and work independently.
• Ability to think through problem situations and manage difficult phone calls.
• Ability to compose various documents with minimal supervision.
• Ability to multitask and complete work within required timelines.
• Ability to sit and work on the computer for a sustained period, of time.
• Ability to take and produce meeting notes.
• Ability to work in a fast-paced environment.
• Ability to always maintain confidentiality and professionalism and through all work.
• Ability to learn the supply ordering system and office procedures related to the Division

Company Description

About our Company: - Optimize Manpower Solutions, Inc. is the fastest growing staffing company in North America and the only firm of its kind specialized in all type of staffing services. Optimize Manpower Solutions, Inc. with its Headquarters in Newark, DE with presence in 30+ states of the Nation. Optimize Manpower Solutions, Inc. has over 50+ Information Technology & General Staffing Services contracts in place with numerous United States Government and Private sector Agencies. We help organizations, identify, recruit and select the best talent for either contract or permanent positions. Through effective specifically targeted supplemental staffing services, we help organizations derive more value from their investment and better equip them for the competitive business environment of tomorrow. For more details check us out at http://ompsol.com