ESSENTIAL JOB FUNCTIONS

• CLIENT SERVICES - necessary to meet overall agency goals and provide services to program clients.
• PROGRAM AND STAFF DEVELOPMENT SERVICES - necessary to meet overall agency goals and provide support to management and program staff.
  • Assists with new hire process
  • Assists with ordering supplies
  • Conducts Audits on program records, and client records.
  • Assists in organization of Psychiatry events as needed
• COLLATERAL/ENVIRONMENTAL SERVICES - necessary to respond to external environment, which influences program.
  • Liaisons with other service-providing agencies
• ADMINISTRATIVE RESPONSIBILITIES/RECORD KEEPING - necessary to meet administrative requirements of the job by funding sources, agency policy, etc.
  • Utilizes word processor to ensure maximum efficiency
  • Maintains records in accordance with standard format and timetables
  • Answers telephones and forwards calls
  • General typing, faxing, mailing, filing as needed by corporate departments and administrative services
  • Tracks staff training
  • Maintains vendor invoices
  • Opens, dates, and distributes mail
  • Inventories office supplies
  • Attends to copy machine, fax, and computer maintenance
  • Management meeting minutes
  • Data entry
  • Monitors schedules of appropriate management staff
  • Performs errands as needed
• PROFESSIONAL GROWTH AND DEVELOPMENT - necessary to develop to full potential professionally.
  • Seeks and uses supervisory staff for training and supervision
  • Attends agency-required training
  • engages in self-evaluation to develop professional goals
• Able to react to change productively and to handle other tasks assigned due to changing environments.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Solid typing skills - above average preferred/average minimum
• Task-oriented, with exceptional attention to detail and to meeting deadlines
• Ability to maintain records/files
• Ability to problem-solve and complete assigned tasks
  ability to coordinate assigned projects
• Ability to structure and organize job responsibilities with minimal supervision; ability to maintain confidentiality
• Effective written and interpersonal communication skills; ability to express ideas and information clearly and concisely
• Ability to utilize various computer programs
• Physical and mental demands are located at the end of job description

SUPERVISORY RESPONSIBILITY
None

WORKING CONDITIONS

Primary 9-4, office setting, and travel to programs as well as other agency properties as needed. (Monday through Friday).

MINIMUM QUALIFICATIONS

• High school diploma
• Prior office experience
• Computer experience is a must

SUCCESS FACTORS

The Administrative Assistant should be a professional who actively supports the philosophy of the Agency and maintains a high level of commitment to program staff. Personality traits should include:

• High energy level; self-initiated
• Open, direct interpersonal style; works well as a team member
• Organized and efficient
• Dependable
• Detail-oriented and accurate
• Flexibility
• Sense of humor