Job Title: Administrative Assistant Job Class: Non- Exempt
Reports to: Administrative Director Date of Preparation: 01-17-25
Hours Per-week: 25-30
EDUCATION, SKILLS, AND EXPERIENCE:
1. Education: High School Diploma or equivalent required
2. Education: Associate's degree or certificate in human resources, business administration, or a related field (or equivalent experience). Preferred
3. Experience: 1–3 years of experience in benefits administration, timekeeping, compliance, or a related role.
4. Skills:
a. Strong organizational and multitasking abilities.
b. Excellent communication skills, both verbal and written.
c. Proficiency with Microsoft Office Suite (Excel & Word).
d. Detail-oriented and able to manage confidential information.
JOB SUMMARY:
The Administrative Assistant is a part-time, task-oriented role that provides essential support directly to the Administrative Director across various administrative functions. This position is responsible for supporting the administration of employee benefits, timekeeping, compliance with federal, state, and local regulations, and assisting with facility maintenance tasks. The role is designed to support all administration department tasks to ensure smooth clinic administration operations. The assistant will primarily help the Admin Director with managing employee benefits, maintaining accurate records, tracking employee attendance, processing benefits, assisting with compliance tasks including OSHA, and supporting the maintenance and safety of the facility.
WORKING CONDITIONS:
The work setting can be noisy, malodorous, and have potential exposure to zoonotic diseases and parasitic infections, as well as animal scratches or bites.
Job Environment:
· This is a part-time (30 hours per week) position with flexible scheduling options, ideal for individuals seeking to balance work with personal commitments.
· The position may involve periodic overtime during busy periods but is generally manageable with predictable hours.
· Remains in a stationary position often standing or sitting for prolonged periods
ESSENTIAL JOB FUNCTIONS:
VISION
· Supports V/TO
· Presents a positive image of Ralston Vet at all times through actions and words
· Demonstrates company culture, core focus, target, and values daily
· Fosters an employee ownership culture
· Fosters a positive productive professional working environment even in high stressful times
· Maintains a high level of professionalism at all times
PEOPLE
· Use Accountability chart by function and roles
· Provides team members with the necessary support to accomplish company goals
· Aids in helping team members make decisions by being a resource and giving guidance
· Builds trust through communication with patients, visitors, clients, doctors, leadership, management, and employees in a courteous, respectful, and concerning manner
DATA
· Monitors own quality of work for accuracy, thoroughness, & efficiency
· Maintains high confidentiality for all team, patients, and clients
· Maintains key goals and tasks provided by Administrative Director or CIO
ISSUES
· Utilizes critical thinking skills to problem solve & attain the best possible and simplest resolutions
· Can prioritize issues from immediate and important to not urgent and not important
· Discuss concerns with the appropriate people using open communication, trust, and vulnerability in a timely manner
PROCESS
· Ensure effective communication between all areas of the clinic
· Actively engage in all EOS processes as needed
· Abide by all safety policies and foster a safe working environment
· Follow all processes and look for ways to elevate our client and patient experiences
· Maintains high standards of thoroughness and accuracy
TRACTION
· Participate in L-10 meetings with administrative functions monthly
· Continues self-development through utilization of strengths and increasing knowledge through meetings, collab teams, lunch & learns, CE, and more.
· Execute and complete tasks, solutions, and projects using EOS processes, AAHA standards with an Employee Owner mindset.
· Supports day to day operations
Compliance & Policy Support:
· Assist the leadership team in maintaining and writing workplace policies and procedures in alignment with regulatory requirements.
· Help monitor changes in laws related to employee benefits, payroll, FMLA, OSHA, and other relevant areas.
· Support ensuring compliance with COBRA, HIPAA, ERISA, OSHA, and other applicable laws.
Benefits Administration:
· Assist the Administration Director with the administration and tracking of the employee benefit programs.
· Support communication to employees about benefit options and respond to inquiries.
· Provide administrative assistance to the Administration Director and Financial Specialist during payroll processing for benefits deductions, PTO, and other related tasks.
· Help track and report Continuing Education (CE) requirements for employees.
Timekeeping & Attendance:
· Assist with the tracking of employee time and attendance using the company’s timekeeping system.
· Support monitoring, updating, and communicating PTO accruals and usage.
Safety & Workers’ Compensation:
· Support the Administration Director in maintaining workplace safety programs and ensuring compliance with OSHA regulations.
· Assist in tracking and reporting safety incidents and workers’ compensation claims.
· Help maintain safety training records and assist with implementing safety protocols.
· Sits on the Safety Committee
Administrative Support:
· Execute a variety of task-oriented responsibilities as assigned by the Administration Director to ensure smooth departmental operations.
Facility Maintenance Support:
· Assist in completing facility maintenance tasks, including managing the regular and extensive housekeeping schedule, making appropriate calls to service providers, and upkeep of OSHA inspections.
· Coordinate and communicate with the Administration Director and or leadership for external vendors to perform routine inspections, emergency repairs, or notify of maintenance needs in a timely manner.
· Help prepare the facility for changing weather conditions and ensure the cleanliness and safety of interior and exterior spaces.
· Assist with maintaining and reviewing the facility’s equipment list and safety records.
DIRECT REPORTS:
None
INDIRECT REPORTS:
None
PHYSICAL REQUIREMENTS:
0-24% 25-49% 50-74% 75-100%
Seeing:
The ability to see/read forms, computer monitor, labels on products, cleaners, and medications. 75-100%
Hearing: The ability to hear, understand, and distinguish speech and/or other sounds (e.g., phone, machinery alarms, medical codes, or alarms) 75-100%
Standing: Must be able to remain on one’s feet in an upright position without moving about. 0-24%
Walking: Must be able to move about on foot. 0-24%
Gross Manipulation: Seizing, holding, grasping, turning, or otherwise working with the hand(s) 75-100%
Fine Manipulation: touching, picking, pinching, or otherwise working primarily with the fingers. 75-100%
Stooping/Kneeling and Reaching:
Frequent stooping, kneeling, crawling, and reaching to access food, stocked items, etc… 0-24%
Keyboarding: Must be able to enter text or data into a computer or other machine. 75-100%
Sitting: remain in a sitting position for 4-6 hours. 75-100%
Lifting/Carrying: Must be able to lift and carry 40 Lbs. by yourself. 0-24%
Speaking: Expressing or exchanging ideas by means of the spoken word to impart oral information to clients or the public and to convey detailed spoken instructions to other workers accurately, loudly, or quickly. 75-100%
PHYSICAL DIMENSION for Lifting, Carrying, Pushing and Pulling:
Must be able to lift 40 lbs and carry to client’s vehicle in parking lot.
Note: The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
Job Type: Part-time
Pay: From $19.00 per hour
Schedule:
- Day shift
- Monday to Friday
- Morning shift
Work Location: In person
