Administrative Assistant Job Description Sample Template

JOB TITLE:

  • Administrative Assistant

DUTIES and RESPONSIBILITIES:

  • Independently and collaboratively provide a full range of administrative, clerical, and office support.
  • Follow-up patient information request calls or appointment confirmation calls.
  • Ensure that dispensary staff is informed of patient’s needs (i.e. waiting for registration or pharmacist appointments), so day-to-day operations run smoothly.
  • Act as the point of contact among executives, employees, clients, and other external partners.
  • Manage patient profiles including the creation of profiles, updating patient information when necessary, and scanning documentation (Self-Assessments, HIPAA, etc.)
  • Manage information flow in a timely and accurate manner.
  • Monitor deadlines and keep open lines of communication between external vendors and internal management.
  • Effectively manage and maintain relevant facility records according to federal, state, and local regulations.
  • Attend project meetings and prepare meeting minutes and action items.
  • Ensure compliance with all company policies and procedures and federal and state laws.
  • Extensive and complex calendar management, including scheduling internal and external meetings.
  • Plan and coordinate business and personal travel.
  • Document daily deliveries and shipments to update inventory.
  • Cannabis Inventory Count & Reconciliation.
  • Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers.
  • Determine current trends and provide a review to management to act on.
  • Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of industry publications.

EXPERIENCE and QUALIFICATIONS:

  • 1+ Years of proven management, administrative or assistant experience
  • Proficient with computers and software programs including but not limited to Word, Excel, PowerPoint, Salesforce, and Google Sheets.
  • Knowledge of the cannabis industry and how it operates.
  • Excellent verbal and written communication skills.
  • Demonstrated client service capabilities.
  • Exceptional interpersonal skills.
  • Excellent time management skills and ability to multi-task and prioritize work
  • Strong administrative and organizational skills, including attention to detail.
  • High School Diploma or equivalent required.
  • Must be a minimum of 21 years of age.
  • Must successfully complete a comprehensive background screening.

PHYSICAL DEMANDS:

  • Must be able to push, pull, move, and/or lift a minimum of 50 lbs. to a minimum height of 5 feet and able to push, pull, move, and/or carry such weight a minimum distance of 50 feet, with or without mechanical assistance
  • Must be able to work seated/standing as appropriate at workstations for extended periods of time, maintain body equilibrium while climbing ladders, stairways, stooping, kneeling, crouching, and reaching, and use hands/fingers to hold, grasp, turn, pick, pinch frequently/constantly to complete tasks
  • Must be able to handle organic matter daily, able to wear PPE as appropriate (eye, face, hand, arm, head, foot, body, fall protection), and able to be exposed to hot, cold, wet, humid, or windy conditions while wearing PPE (95 degrees or greater)
  • Must have visual acuity with/without job aids to perform activities such as; reading, viewing a computer terminal, and visual inspection involving small parts/details. Clarity of vision at 20 ft or more in day and night/dark conditions
  • Must be able to speak and communicate verbally at conversation levels with co-workers, vendors, etc. (Moderate noise).