Administrative Assistant

Provides administrative support to assigned program/department. Completes general clerical duties such as word processing, filing, answering and routing telephone messages, scheduling, data entry, greeting visitors, distributing faxes and recording meeting notes. In addition departmental duties such as reviewing payroll and expense reports, entering and monitoring compliance or training information, preparing billing and coordinating meetings, conferences and special projects may be assigned. Initiates correspondence and assembles highly confidential and sensitive information. Displays independent judgment required to plan, prioritize and organize diverse workload.

Essential Functions

• Anticipates and plans for the on-going needs of the Department/Program. Alerts Manager of important deadlines and time sensitive issues. Organizes activities such as meetings, trainings and conferences.
• Professionally answers and refers telephone calls or other inquires to ensure accurate and timely communications are facilitated. Takes responsibility for helping the caller and ensuring timely follow-up.
• Creates and maintains effective interpersonal working relationships.
• Works independently and within a team on special non-recurring and on-going projects at the request of the Manager.
• Develops implements and maintains organizational systems to facilitate the retrieval of client and staff required data.
• Monitors all required staff training and licensure information ensuring completion and compliance.
• Opens and closes office.
• Operates office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers
• Completes work schedules, manages calendars and arranges appointments
• Writes, revises, edits, proofreads and distributes, upon review and approval, departmental correspondence, reports, memos, letters, meeting minutes and project notes and drafts.
• Provides all general clerical support, including but not limited to copying, faxing, word processing, sorting, filing and record keeping.
• Maintain and order office supplies while keeping mail and copy areas in an orderly fashion.
• Completes data entry into all required programs
• Coordinates all training functions necessary to ensuring quality and timely delivery of service.
• Reviews time records, expenses, and receipts of service, resulting in accurate records and program compliance.
• Distributes weekly checks to staff/office workers.
• Collects payments for monthly festivals from staff and families
• Completes all other projects as assigned by Manager

Behavior Requirements

The following constitute the behavior expectations the company has for each employee:

• Treats everybody with dignity and respect
• Is honest and trustworthy
• Respects authority and the chain of communication
• Exhibits a willingness and desire to learn about the company and its philosophies
• Exhibits empathy
• Respects others opinions, beliefs and position on a matter, even if it contradicts his/her own
• Understands the importance of, and practices respectful disagreement
• Follows fundamental business etiquette and protocols
• Complies with all policies and regulations
• Projects a positive attitude and image of the company internally and externally

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required, as well as any physical requirements. Reasonable accommodation may be made to enable a qualified individual with a disability to perform the essential functions.

Education and/or Experience

Bachelor's degree from an accredited college or university and one year of relevant experience, or high school diploma or general education degree (GED) with three years applicable work experience. Must possess excellent interpersonal skills to handle sensitive and confidential situations, as position continually requires demonstrated poise, tact and diplomacy. Must be proficient with Microsoft Office Suite.

Other Requirements

• Ability to write reports and business correspondence.
• Ability to comprehend and apply basic mathematical concepts
• Competency in prioritizing multiple and competing projects

Physical Demands

While performing the duties of this job, the employee is regularly required to sit and talk or hear, use hands to finger, handle, or feel; and reach with hands/arms. The employee is occasionally required to stand; walk and lift and/or move up to 20 pounds.