Administrative Assistant

Administrative Assistant

Chileda's mission is to improve the quality of life for individuals with cognitive and behavior challenges. Chileda's goal is to help students increase their appropriate social behaviors and develop independent living skills, through an enriched learning environment and individualized behavior programming. Chileda's population includes children and young adults with special needs including Autism, Attachment Challenges, related developmental delays, and intensive behavioral needs.

SUMMARY: The Administrative Assistant is responsible for creating a welcoming and professional experience for all students, staff, and guests who enter Chileda. This position also provides support and assistance to management staff and other teams, including greeting and directing all visitors, coordinating meetings, and maintaining records.

REQUIRED EDUCATION & EXPERIENCE:

• Must possess a high school diploma or equivalent. Bachelor's degree in Human Services or related field is preferred.
• Must demonstrate exceptional hospitality and strong customer service, including the ability to create welcoming, positive experiences for all employees, families, students, and other visitors.
• Prior experience working with individuals with developmental disabilities is preferred.
• Ability to use sound judgment and respond quickly, calmly, and thoughtfully to arising situations within a fast-paced office setting.
• Proficient computer skills, including Microsoft Office Suite.
• Must be able to accurately work with confidential information and adapt to a fast-paced office environment with constant change.
• Requires high degree of organizational and analytical skills.

GENERAL HOURS OF DUTY: This is a full-time position, Monday through Friday, 8 AM 4 PM.

REPORTS TO: Director of Residential Operations

JOB DUTIES:

• Manage the lobby area, interacting with students, staff, visitors, and supervisors in a professional, courteous manner.
• Answer and distribute phone calls while simultaneously managing visitors, consistently providing prompt, professional, and courteous support to all.
• Maintain a clean and welcoming reception area.
• Greet and direct all visitors, including parents of students, clients, drivers, vendors, job candidates, and other guests.
• Ensure completion of sign-in and sign-out paperwork for guests and follow security procedures.Coordinate day school student arrivals, greet students and drivers, and complete daily day school student attendance.
• Communicate day student transportation arrivals and departures, including general communication with drivers and transportation companies about changes and problems.
• Maintain the postage scale, including creating and sending reports to the Finance department monthly, managing all outgoing mail, ensuring correct cost center, and distributing mail on a daily basis.
• Maintain an email and address list of families, social workers, and school representatives, and assist administrative staff with sending out memos to these individuals.
• Oversee and maintain student files in Central Records, as well as electronic files, including filing student related documents neatly and accurately, ensuring information is easy to find for staff, third party auditors, and licensors.
• Respond to student record requests from school districts, social workers, the Social Security Administration, etc., including gathering and sending requested information within the set time frame.
• Prepare and distribute correspondence mailings as requested by management, teachers, and case managers.
• Assist case managers and administrative staff in setting up or coordinating meetings with external teams as needed.
• Ensure consistent, professional communication with the external meal provider in regards to meal cancellations, special diets, and missing/incorrect items.
• Provide house staff and food handlers with monthly meal count and production records for documentation.
• Order milk, juice, fruit and bread for the school and houses on main campus; regularly check milk cooler and house refrigerators for inventory.
• Assist administrative staff and managers with incoming deliveries, helping to communicate and route deliveries to the correct department.
• Complete other duties as assigned.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the Job Duties of this position. Must have ability to hear and communicate with persons in person and over the phone. Position involves implementing all aspects of Nonviolent Physical Crisis Intervention (CPI) including blocking, grab releases, physical transport, and physical restraint. Must be able to talk and hear to communicate with and exchange information with co-workers. Employee must be able to perform all essential functions without direct risk of harm to others or themselves. Please see Essential Functions document for specific position physical demands.

WORK ENVIRONMENT: Work is generally performed at the reception desk, and throughout the office area of Chileda.

DISCLAIMER: The statements of this Job Description are intended to describe the general nature of the work being performed and are not assumed to be a complete list of tasks. This Job Description does not establish a contract and are subject to change at Chileda's discretion at any time. Employment at Chileda is at-will. Employment at-will means that Chileda may terminate or change the status or your employment at any time, with or without reason, and with or without notice.