Position Overview

Under the supervision of Department Management, the Administrative Assistant is responsible for the front office functions of the department and performs complex tasks of an administrative nature.  The administrative assistant will be an extremely organized and motivated individual who is able to communicate effectively with team members, families, and individuals receiving services to ensure operations run smoothly.

Essential Job Functions

• Answer incoming telephone calls, screen calls as requested, forward appropriately to staff or other departments as needed, take clearly written messages and deliver appropriately and timely, respond to requests for information from agency and non-agency callers in accord with agency policy and procedures
• Ensure completion of administrative work assigned by the Management and/or team members, set priorities and assign incoming work to other support staff as needed
• Complete timely and accurate preparation for all division/department-specific meetings including preparing agendas, making room reservations, notifying members, keeping the attendance record, placing food orders and arranging set-up of refreshments as needed
• Process incoming department mail, faxes and scanned documents, prepare outgoing mail per department procedures
• Compose and/or type correspondence, memos, reports and meeting minutes as needed, submit to designated person in a timely manner
• Mediate emergency situations to the program according to established policies and procedures, and ensure communications of such situations in a timely fashion

Duties and Responsibilities

• Adhere to the organizations Code of Ethics
• Always communicate in a respectful manner with all people including the people we support, supervisors, other valued team members, and members of the community

• Maintain the confidentiality of any information relating to individuals and employees of the organization

• Complete all required trainings and stay in compliance
• Effectively communicate and support the organization’s mission, vision and values
• Prepare purchase orders for supplies
• Other duties as assigned

Minimum Job Qualifications

• High School Diploma
• Experience working in a social services setting performing complex tasks of administrative nature
  • For Admin Assistant I – experience preferred
  • For Admin Assistant II – minimum 3 years of experience
• Demonstrated ability to work in a team environment with flexibility, keeping others informed and anticipating needs is essential
• Must be efficient, well organized, and have excellent communication skills
• No convictions for crimes that preclude a person from working with members of a vulnerable population

Physical Demands

• Employee is required to sit, walk and stand for prolonged period of time (at least 8 hours)
• Employee is required to effectively communicate both verbally and in writing
• Employee is required to operate standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines
• Employee is required to reach with hands and arms
• Employee is required to bend, stoop, kneel, crouch or stand on a stool as needed
• Employee is required to be able to lift 25 pounds at a time