Administrative Assistant

Full Time
Corporate Office
Posted 2 years ago

Reports To:                                     Chief Operating Officer

Classification:                   Non-Exempt Status; Full-Time Employee

Essential Functions

  • Prepare reports, memos, letters and other documents, using word processing, spreadsheet, database, or presentation software.
    • Compile information, design, and distribute the company newsletter on a monthly and quarterly basis.
    • Compile county stats from each FTS work location into single spreadsheet on a weekly basis
    • Prepare and distribute correspondence, formal letters, or memos to company staff as needed. 
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
    • Mail processing – distribute incoming mail/stamp and/or drop off outgoing mail on a daily basis.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
    • Fax processing – distribute electronic faxes to the appropriate recipient on a daily basis. 
  • Maintain log of company assets by coordinating with Regional Office Manager to ensure logs accurately reflect employee/provider in control of asset, asset tag number and correct location of asset; new company assets should be tagged and logged expeditiously.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Make travel arrangements for executive staff as requested utilizing company rewards memberships accounts.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
    • Participate in special projects for executive staff as requested. 
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and running errands as requested.
    • Compiles supply orders for all FTS locations and ensures orders are submitted timely according to FTS policy.  
  • Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings as needed. 
  • Provide clerical support to Human Resources as necessary and approved by Chief Operating Officer.
  • Make basic updates to the FTS Corporate website, and social media platform including Facebook, Twitter and LinkedIn consistent with company events and marketing initiatives.
  • Maintain top ten list itemizing current priorities for the purposes of self-organization and alignment of priorities with Chief Operating Officer.
  • Maintain list of corporate resource accounts with accompanying website login credentials for all resources such as GoToMeeting, hotel accounts, parcel service accounts and other pertinent accounts.
  • Follow all safety and infection control policies and procedures.
  • Participate in agency training as required.
  • Participate in continuous FTS quality improvement activities.

This list of specific functions is not intended to be exhaustive. Florida Therapy Services, Inc. reserves the right to revise this job description as needed to comply with actual job requirements.

Minimum Qualifications

High school diploma or GED required. At least one year of experience in a clerical or administrative capacity.


  • Must meet standards of Level I and Level II criminal background screening in accordance with FL Statutes (F.S.) 435.04 and (F.S.) 408.809.

Knowledge, Skills and Abilities

  • Strong organizational skills.
  • Strong interpersonal and communication skills.
  • Ability to gather and interpret information.
  • Maintain confidentiality in accordance with HIPAA regulations.
  • Ability to use a computer and have proficiency in basic applications including but not limited to Microsoft Office.

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