Administrative Assistant

Job Description

Job Description

Description ¨ The Administrative Assistant will play an integral role in the day-to-day operations of Milestones Services. This individual in this role will support and be an extension of the CEO/Executive Director of Milestones.

Reporting Relationship

¨ Reports CEO/Executive Director

Responsibilities/Activities ¨ Maintains forms, documents, training materials, marketing materials, etc.

¨ Maintains files and documents in an organized format as outlined in agency procedures. ¨ Drafts and proofreads letters, documents, forms, marketing materials and other written materials.

¨ Plans meetings and events for the organization.

¨ Manages the calendar for the CEO/Executive Director.

¨ Ensures CEO/Executive Director is prepared for meetings with appropriate reminders, follow-up, documents, materials and communication of upcoming meetings

¨ Schedules meetings for the CEO/Executive Director.

¨ Manages email and communications for CEO/Executive Director. ¨ Helps maintain organization of the entire office and building.

¨ Makes travel arrangements for the CEO/Executive Director.

¨ Greets clients, employees, and other visitors who enter or call the CEO/Executive Director. ¨ Answers phones and building entry requests.

¨ Manages branding and media for the company and CEO/Executive Director.

¨ Maintains professional appearance and cleanliness of the office.

¨ Is familiar with and follows company policies and procedures.

¨ Processes incoming and outgoing mail.

¨ Prepares, sends and pays invoices and other company financial obligations.

¨ Accurately maintains client financial records.

¨ Checks voicemail and relays messages daily.

¨ Faxes or emails appropriate documentation to external stakeholders.

¨ Helps maintain client and employee files and compliance and enters information into appropriate databases as needed.

¨ Reports significant/major incidents or accidents and notifies proper authorities of circumstances or situations that present possible health hazards.

¨ Ensures overall client health, safety and welfare. ¨ Assists in scheduling, tranporting and follow-through of vehicle maintenance as necessary

¨ Oversees and manages site repairs and maintenance including but not limited to contractor communication, payment of invoices, quality of repairs, etc.

¨ Completes incident reports related to client incidents and accidents as necessary.

¨ Understands and has the ability to execute state and federal regulations that relate to client services, client health safety and welfare, employee training and human resource compliance.

¨ Maintains physical and electronic files and documents in an organized format.

¨ Completes clerical and administrative duties on behalf of the CEO/Executive Director.

¨ Provides mild support to other office and day care center leaders including ordering supplies, handling IT issues, internal communication, etc.

¨ Helps maintain organizational financial records.

¨ Helps maintain employee records in support of human resources and oversees and enters employee demographic information as needed.

¨ Processes payroll for leadership and administrative staff.

¨ Processes payroll for day care staff.

¨ Processes payroll for other staff members as needed.

¨ Completes client billing and invoicing.

¨ Maintains client room and board spreadsheets and billing.

¨ Works with contractors and other vendors.

¨ Assists with client service billing as necessary.

¨ Oversee access control for company email, systems, etc.

¨ Conducts company and CEO/Executive Director errands as necessary.

¨ Other duties as assigned.

Required Knowledge and Demonstration of:

¨ Scheduling and email.

¨ Microsoft Office including Word, Excel, Access, Publisher and Power Point.

¨ Other software programs.

¨ Organizational techniques.

¨ Excellent written and verbal communication techniques.

¨ Effective teamwork techniques.

¨ Discretion with confidential information

¨ Meeting and event planning techniques.

¨ Analytical reasoning techniques.

¨ Effective problem-solving techniques.

¨ Effective time management techniques.

¨ Effective stress management techniques.

¨ Prioritizing work and activities.

¨ Self-direction and initiative. Required Skills/Abilities

¨ Ability to effectively manage time.

¨ Ability to work very independently and with minimal direction.

¨ Excellent written and verbal communication skills.

¨ Ability to demonstrate effective interpersonal relations.

¨ Ability to effectively communicate orally and in writing.

¨ Ability to plan and organize work.

¨ Excellent organizational skills.

¨ Excellent leadership and management skills.

¨ Ability to administer policies and procedures.

¨ Excellent customer service skills

¨ Ability to identify problems and determine effective solutions.

¨ Ability to work independently and in cooperation with others.

Physical and Mental Demands:

¨ Good physical and mental health.

¨ Mental fortitude and stability to handle stress.

¨ Physical and mental ability to drive a vehicle.

Qualifications/Education

¨ Associates degree and two-years of experience preferred.

¨ Has a social security number or valid work permit.

¨ Current driver’s license.

¨ Proper Vehicle Insurance Coverage. Training/Experience:

¨ Has a minimum of two-years of administrative responsibility in a customer-oriented organization.

¨ Requires job and company-related training.