Assistant Admin II

JOB SUMMARY: Provide skilled secretarial and administrative support to assigned management and professionals. Monitors office process and procedures and works with supervisor to create efficiencies.

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:

Administrative Duties

General Administrative Support

• Provide administrative support to Program Manager and supervisors.
• Prepares reports, program manual, and other written documents.
• Perform related data entry tasks and database management tasks. Create forms, tables, spreadsheets, and assists in special projects.
• Maintain filing for program.
• Maintain material and complete new employee binders, copy and order new binders as needed.
• Register clinician and/or directors for conferences. Arrange travel/lodging, if necessary.
• Identify and immediate communicate related workflow issues, concerns, and/or operational functions to the Program Manager to improve efficiency and client service.
• Assist in maintaining and updating telephone directories via computerized database to access correct information.
• Maintain a safe and secure working environment.

• Report concerns to leadership regarding safety, staff issues, noncompliance activities, and agency policies and procedures.
• Cover front desk for meetings or occasional unexpected absences.

Financial Reporting & Accountability

• Conduct bank runs for petty cash, purchase gas cards, and follow agency protocols regarding check-out of agency charge cards (i.e. Walmart, etc.).
• Ensure safety and security of all agency monies (i.e. petty cash funds, assigned agency credit cards, etc.) with highest integrity by following all established policies.
• Enter all credit card purchases into the spend management system.

Office Operation and Purchasing

• Ensure call forwarding has been set each evening and system is restored each morning.
• Identify and coordinate any necessary building repairs, maintenance, and cleaning service needs.
• Performs activities of building Safety Officer.
• Maintain a safe and secure working environment. Report concerns to leadership regarding safety, staff issues, and noncompliance activities and agency policies and procedures.
• Responsible for inventory control and office supply acquisition and management.

Front Desk Duties

Telephone Operations:

• Answer all incoming calls timely and transfer to appropriate parties.
• Demonstrate proper telephone etiquette and maintain solid customer relations by handling questions and concerns promptly and with courtesy and patience.
• Take and distribute messages as requested.
• Promptly report concerns regarding telephone dysfunction to Request IT

Front Desk Workflow:

• Open and close office daily. Set call-forwarding before leaving each evening and restore system each morning. Ready the reception area each working day and ensure the front desk is fully operational at the start of business hours.
• Maintain daily, weekly and monthly operations by following policies and procedures.
• Identify areas of system improvement; suggest changes to Program Manager.
• Disseminate internal communications, including messages, faxes, emails, etc.
• Generate reports as requested by staff or management.
• Perform data entry and word processing using a variety of systems and software.
• Operate copy machine.
• Ensure availability of agency forms and office supplies.

Client and Public Engagement:

• Greet and assist all visitors and clients. Be courteous, polite, and helpful to the public and clients always with continuous awareness of maintaining a positive agency image.
• Calmly and efficiently assist with complaints and difficult or emotional client situations; handle all situations in a professional manner, always exhibiting excellent customer service skills.
• Promptly report concerns regarding safety issues, customer service and/or client complaints, and noncompliance activities of agency policies and procedures to Program Manager.
• Maintain a good working knowledge of agency and community services.
• Use research skills to troubleshoot client or staff problems.

1. Program Specific Duties

• Enter data for the OCS Monthly Status Utilization Review report for F&CS and subcontractors. The report is submitted electronically on or before the 15^th of each month to the OCS contract liaison, OKDHS, OCS program staff and Independent Evaluation Team (IET).
• Complete Monthly Outcome Measures report with F&CS and subcontractors' data and will be submitted by the 15^th of each month to OCS contract liaison, OKDHS, OCS program staff and independent Evaluation Team (IET).
• Use tracking spreadsheets to prepare and submit F&CS consolidated billing invoice for OCS services to the Senior Program Director and finance dept by the 8 ^th of each month.
• Track and report timeliness of OCS staff contract requirements contract to the Senior Program Director weekly.
• Enter assessment report data into client record as required.
• Responsible for key distribution for agency vehicles
• Inspect agency vehicle weekly
• Send out acceptance letters
• Assign cases in Ekids
• Keep referral log up to date
• Create client charts for staff
• File all paperwork in client charts
• Close client charts and transport to Lapidus Center for storage
• Enter and maintain required OCS tracking information OCS staff into spreadsheet on
• Inventory and maintain adequate supply of clinical assessment tools and SafeCare folders.
• Provide orientation to new hires on building safety procedures and fieldwork safety.

Must be able to demonstrate competencies and adhere to the values and core principles of F&CS. At a minimum they include:

• Coordination & Collaboration
• Accessible & Available
• Evidenced Based
• Person-Centered Care
• Family-Driven Care
• Recovery Oriented
• Trauma-Informed
• Data Driven
• Co-Occurring Capable
• Culturally Competent

• Additional assignments are assumed willingly.
• Demonstrates sensitivity to cultural and ethnic differences in all interactions.
• Adheres to agency policies and procedures, and supports agency mission and values.
• Completes all required paper work and reports accurately in a timely manner.
• Meets established performance/productivity standards as determined by program and agency leadership.
• Practices accountability, confidentiality and strong ethical standards.
• Demonstrates integrity as evidenced by honesty, trustworthiness, respect for self and others, sincerity, and valuing diversity.
• Demonstrates the ability to work collaboratively with other personnel and/or service providers or professionals.
• Utilizes agency technology and attends training on updates and/or new applications.
• Exhibits responsibility through good attendance, effective time management, dependability, self-discipline, flexibility, and working independently.
• Promotes team building through encouragement, support, shared decision-making, and the seeking of synergistic results.
• Utilizes supervision appropriately and willingly participates in training, demonstrating a desire for learning and professional development.
• Communicates effectively both verbally and in writing.
• Partners with and openly communicates and collaborates with department associates, program managers, and other staff associates
• Demonstrates excellent customer service both internal and external
• Openly supports departmental and organizational changes.

• Participates in identifying continuous improvement areas within department or agency, and presents possible solutions.
• Consistently produces quality work.
• Utilizes necessary knowledge and skills to perform the job, keeping current with new and best practices.
• Attends and participates in required department and agency meetings and trainings.

QUALIFICATIONS:

Must be able to type a minimum of 40 WPM. Requires ability to work with the public, ability to maintain professionalism at all times and ability to maintain confidentiality. Advanced Microsoft office skills required. Must possess a driver's license and use personal automobile to travel to locations other than primary office

SAFETY SENSITIVE JOB CLASSIFICATION:

This job is classified as a "safety-sensitive" position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the "safety-sensitive" classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children's Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.