PT Administrative Assistant

Administrative Assistant

The Administrative Assistant is to perform duties and responsibilities related to the role of Administrative Assistant. These activities include answering the phone, handling paperwork, using the computer, greeting visitors, and working with staff and residents.

Qualifications

High School diploma or equivalent

Excellent verbal and written communication skills, with the ability to positively represent the organization to internal and external contacts

One year of experience as a receptionist or other related field

Must be proficient in Microsoft software applications and database programs, including Word, Excel, and Outlook

Must be organized, work independently, and able to manage and complete multiple tasks

Meets the general qualifications for employment as outlined in the organization's personnel policies

Types with speed and accuracy, and maintains filing and statistical systems

Has experience operating standard office equipment (copy machine, fax, calculators, etc.)

Must maintain confidentiality

Essential Duties and Responsibilities

Duties:

• Demonstrates knowledge and understanding of the organization's purpose, philosophy, structure, services, policies, and procedures as they relate to job responsibilities as outlined in the policies and procedures.
• Is committed to the three foundational priorities of the Baptist Children's Homes of North Carolina: Be Gospel Centered, Maintain a posture of serving and equipping the local church, Pursue excellence in everything.
• Performs assigned tasks, following these guidelines: Establishes priorities, Sets and evaluates goals and strategies, Follows through on assigned tasks, Completes tasks in a timely and accurate manner, Maintains workspace and equipment, Makes use of problem-solving processes, Resourcefully gathers information to aid in decision-making.
• Is proficient in the operation of office equipment required for the position
• Uses proper grammar, spelling, and punctuation
• Communicates with the public, both verbally and in writing, tactfully and effectively
• Handles phone calls courteously, promptly, and responsibly
• Is supremely polite and intentionally courteous to the public, staff, family members, and children in care
• Takes pride in work and maintains an orderly, efficient work area
• Handles confidential information in a professional manner

Job Specific:

• Puts mail up daily and has it ready for departure at the end of the day.
• Has knowledge of up-to-date mailing procedures/practices and makes sure sufficient funds are on the postage meter.
• Answers switchboard and directs call to appropriate persons.
• Handles donated items, distributes them according to campus needs, and makes sure acknowledgments are made.
• Responsible for Kennedy Home special mailings, i.e. Christmas Open House Invitations
• Records Christmas Sponsorship Donations.
• Works with cottage parents to ensure acknowledgements are written from the children to the sponsors for special gifts.
• Helps plan and carry out Kennedy Home campus-related meals.
• Check messages each morning, making sure all messages are given to the proper person.
• Supervises groups cleaning the administration building.
• Sends out monthly birthday list to sponsoring churches/groups.
• Assists administrative personnel by making copies on a copy machine
• Maintains campus keys kept in the office, which includes identification, distribution, collection, and protection.
• Assign post office boxes to new employees.
• Maintains organization vehicle maintenance logs via Fleetio.
• Prepare and update Administration Bulletin Boards.
• Maintain accurate and timely Certificates of Insurance (COIs) for all approved contractors.

Professionalism/Teamwork:

• Represents the organization to various individuals, groups, and the public in a professional manner.
• Works with everyone in a professional manner.
• Respects the cultural and socioeconomic diversity of staff members and children in care and strives to create positive relationships within Baptist Children's Homes of NC.
• Participates in the organization's Performance Quality Improvement (PQI) program as needed.

Reporting:

• Works under the supervision of the Kennedy Home Director.
• Prepares and participates in scheduled supervisory conferences.
• Keeps supervisor informed of any significant events which may arise during the work day.
• Participates in 90-day and/or annual performance evaluation.

Equipment:

Ability to operate standard office machines such as copier, computer, fax, calculator, etc. Ability to work within Outlook, Excel, and Word software programs.

Language Skills:

Ability to read, analyze, and interpret general information. Ability to effectively communicate with others, including managers, clients, customers, and the general public.

Contact with Others:

Regular contact with colleagues in all departments, as well as with outside individuals and groups; should represent Baptist Children's Homes of NC, Inc. in a positive manner. Contacts outside of the organization where proper handling of situations is of utmost importance as the organization's image could be affected.

Mathematical Skills:

Ability to calculate figures in order to assist with the preparation and completion of required reports.

Mental / Visual / Auditory Demand:

Ability to interpret a variety of instructions furnished in written, verbal, diagram, or schedule form and ability to draw conclusions.

Supervision Received:

Works under the supervision of the Kennedy Home Director.

Confidential Data:

Complies with the organization's policies and procedures concerning confidentiality and HIPPA HIPAA regulations involving all aspects of client information, which include day-to-day care of the children, case records, family information, medical information, psychological services, etc., which if disclosed, would have adverse internal and/or external effect, and could result in termination of employment.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to hear, talk, sit, stand, reach with arms, use hands and fingers, and occasionally lift up to 15 pounds. Specific vision abilities required by this job include close vision, and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job; usual office working conditions