Administrative Assistant

ESSENTIAL FUNCTIONS

To assist the Director of Administrative Operations with operational functions the administrative office and to assist with the basic needs human resource documentation

ORGANIZATING AND COORDINATING

Screening/Intake

1. Attend activities such as but not limited to: job fairs, business after hour socials, agency fund raising and community awareness events.
2. Assist with the retrieval of necessary documentation for the needs and purposes of the human resource department for employment screenings.
3. Schedule and conduct pre-employment screenings for perspective employees. 
4. Assist human resources in the development and implementation of orientation for employees. 
5. Request and collect pre-employment documentation from newly hired employees during trail period.

  Interfacing

1. Ability to communicate and work with team members to provide guidance and assistance to new team members.
2. Ability to answer and transfer direct, and document all messages that enter the agency.
3. Represent the agency cleanliness, punctuality, sportsmanship etc…
4. Maintain positive public relations with vendors, clients, as well as other community officials.
5. Participate in department and company employee meetings.
6. Provide frequent feedback and positive reinforcement to participant

Linkage  

1. Establishes and maintains positive and professional relationships with community supports and stakeholders (Police Department, Hospitals, School Faculty and Administration, etc)
2. Provides linkage to equipment service providers and monitors progress thru completion of task.

Monitoring 

1. Maintains office equipment and supply inventory and assesses the functioning of office equipment, secures maintenance assistance for needed repairs for equipment
2. Records and transcribes board meeting minutes
3. Keep record of all program equipment
4. Creates, updates and maintains client database 
5. Assists with arranging staff trainings
6. Monitors Risk Management safeguards
7. Monitors office environmental/climate controls
8. Monitor individual participant portfolios and report needed adjustments to Program Coordinator
9. Monitor the progress of each weekly lesson plan and report any findings to the Program Coordinator
10. Maintain a behavioral management system that helps develop self control and respect

  Direct Service

1. Carries out clerical/secretarial functions such as: typing correspondences and reports (memos, letters, ect.), provides data entry, routes incoming mail, schedules administrative meetings, fields incoming calls
2. Facilitates and arranges employee orientation
3. Maintain accurate employee records 
4. Assists with facilitating and coordinating agency-wide activities
5. Maintains a monthly calendar of events and activities for the main office and any branch offices

  ADMINSTRATIVE

  Documentation/Record Keeping

1. Maintain accurate employee records 
2. Documentation of any Unusual Incident as it pertains to emergency telephone calls from participants’ parent/guardian(s).
3. Maintain accurate employee database as it pertains to contact information.
4. Keep documentation of all maintenance for office equipment.
5. Ensure that every visitor, and employee document the time entered and exited the facility.
6. Creates, updates and maintains client database 

 Agency-Activities/Training/Other

1. Attend and participate in all initial and on going training
2. Actively participate in orientation and staff training, assigned staff meetings
3. Attend “All Staff” meetings

Requirements

Physical Requirements Rarely Occasionally Frequently Regularly
(0-12%) (12-33%) (34-66%) (67-100%)

Seeing: X
Hearing: X
Standing/Walking X
Climbing/Stooping/Kneeling X
Lifting/Pulling/Pushing: X
Grasping/Feeling: X

QUALIFICATIONS

Education: Completion of a high school diploma or equivalents 

Experience: 2 year or more in a clerical service related field 

Credential: N/A

Required Knowledge, Skills and Abilities

1. Ability to communicate and work with children with varying ages and skills; and provide necessary guidance, support, and supervision to participants at all times.
2. Mathematics and language arts proficiency
3. First aid and CPR certified
4. Passion to make a positive impact on the lives of children in the community and to educate them to proficiency
5. Visual and auditory ability to identify and respond to environmental and other risks related to an activity.
6. Excellent communication and organizational skills
7. Able to work collaboratively with teams
8. Demonstrated reliability regarding attendance and work performance
9. Ability to be creative, flexible and adaptive in ALL activities and responsibilities
10. Must be a team player
11. Must want to help address the needs of the community