Administrative Assistant

Administrative Assistant

Assists St. Labre Youth and Family Services Director; prepares monthly reports; and otherwise relieves department staff of clerical work by performing the following duties.

Record Keeping:

Develops computer programs for all program systems and records (personnel records, fiscal records). Files all department records and documents on a weekly basis. Maintains "master" copies of all program forms. Duplicates forms and maintains supply. Maintains accounts payable ledger, codes bills, and prepares checkbook reconciliation on a weekly basis. Maintains record of servicing needs of vehicles and does follow-up. Processes trip requests, claims for payment, and trip reports. Maintains petty cash for youth group home manager and submits paperwork to finance.

Reports:

Records payments, enters information, provides end of tax year receipts for Daycare billing. Monitors Petty Cash for the Youth Group Home. Documents and submits paperwork to Director. Assists with preparing the proposed annual budget for the program. Prepares monthly report of gasoline quantities and distributes. Collects, types, maintains, and distributes staff meeting minutes on a weekly basis. Prepares monthly budget report to director. Prepares monthly population report to director based on information from Youth Group Home & Daycare. Assists with preparing reports for agencies providing services to St. Labre.

General:

Types routine correspondence, memos, and other letters and reports, proofreading all documents. Places orders for department staff for office supplies, equipment, furnishings, professional publications, and other necessary supplies. Gets approval from Director prior to purchase. Keeps information concerning community, students, families and staff confidential. Greets and directs students, families, visitors, and callers friendly and professionally. Relays information on programs as appropriate. Routes incoming mail and distributes to appropriate source. Prepares outgoing mail by typing labels or envelopes and affixing appropriate postage. Maintains department staff schedules and calendars. Maintains coffee and condiment supplies. Makes coffee. Maintains cleanliness of YFS conference room. Cleans refrigerator. Schedules for maintenance and repair of office equipment. Maintains key check out for vehicles, homes and gas pumps. Coordinates, arranges, and confirms appointments and travel plans for program staff. Maintains schedule for YFS conference room usage. Produces posters for events, projects and posts, emails, and faxes to various agencies & businesses. Assists with the Work Incentive program, guiding clients to work space and providing information on the program. Assists in deliveries to the program. Helps to direct and unload items as needed. Assists the director in various tasks and projects.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily in a friendly, upbeat fashion. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Associate's degree (A. A.) or equivalent from two-year college or technical school in business administration or secretarial/office management preferred or two to four years related experience in office management.

Knowledge, Skills and Abilities:

Excellent oral and written communication skills. Computer skills, knowledge of database and spreadsheet applications, Word, Excel, Power Point, and Publisher. Knowledge of accounting and bookkeeping procedures. General working knowledge of office equipment. Ability to type 60 words per minute and produce error-free work. Ability to respond effectively to the most sensitive inquiries or complaints professionally. Ability to establish and maintain effective working relationships with community, students, parents, staff and the general public. Excellent interpersonal skills. Ability to maintain the highly confidential nature of social work. Ability and desire to work with the community, students and their families. Respects the teachings of the gospel of Jesus Christ in private, personal and public life. Commitment to the mission of the Roman Catholic Church in Native American education. Sensitivity to, and appreciation of Native American people and their cultures. Ability to serve as an appropriate role model for students.

Certificates, Licenses, Registrations:

Valid Montana Drivers License. Current CPR Certification. Current First Aid Certification. Background Checks: Criminal Background Check, Child Protective Services Check, Division of Motor Vehicle, Out of State Check (if lived in another state within past 5 years).

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk and sit. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include distance vision, and depth perception.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet to moderate.