Administrative Assistant

Job TitleTo assist the Director of Administrative Operations with operational functions the administrative office and to assist with the basic needs human resource documentationOrganizing and CoordinatingScreening/IntakeAttend activities such as but not limited to: job fairs, business after hour socials, agency fund raising and community awareness events.Assist with the retrieval of necessary documentation for the needs and purposes of the human resource department for employment screenings.Schedule and conduct pre-employment screenings for perspective employees.Assist human resources in the development and implementation of orientation for employees.Request and collect pre-employment documentation from newly hired employees during trail period.InterfacingAbility to communicate and work with team members to provide guidance and assistance to new team members.Ability to answer and transfer direct, and document all messages that enter the agency.Represent the agency cleanliness, punctuality, sportsmanship etc…Maintain positive public relations with vendors, clients, as well as other community officials.Participate in department and company employee meetings.Provide frequent feedback and positive reinforcement to participantLinkageEstablishes and maintains positive and professional relationships with community supports and stakeholders (Police Department, Hospitals, School Faculty and Administration, etc)Provides linkage to equipment service providers and monitors progress thru completion of task.MonitoringMaintains office equipment and supply inventory and assesses the functioning of office equipment, secures maintenance assistance for needed repairs for equipmentRecords and transcribes board meeting minutesKeep record of all program equipmentCreates, updates and maintains client databaseAssists with arranging staff trainingsMonitors Risk Management safeguardsMonitors office environmental/climate controlsMonitor individual participant portfolios and report needed adjustments to Program CoordinatorMonitor the progress of each weekly lesson plan and report any findings to the Program CoordinatorMaintain a behavioral management system that helps develop self control and respectDirect ServiceCarries out clerical/secretarial functions such as: typing correspondences and reports (memos, letters, ect.), provides data entry, routes incoming mail, schedules administrative meetings, fields incoming callsFacilitates and arranges employee orientationMaintain accurate employee recordsAssists with facilitating and coordinating agency-wide activitiesMaintains a monthly calendar of events and activities for the main office and any branch officesAdministrativeDocumentation/Record KeepingMaintain accurate employee recordsDocumentation of any Unusual Incident as it pertains to emergency telephone calls from participants' parent/guardian(s).Maintain accurate employee database as it pertains to contact information.Keep documentation of all maintenance for office equipment.Ensure that every visitor, and employee document the time entered and exited the facility.Creates, updates and maintains client databaseAgency-Activities/Training/OtherAttend and participate in all initial and on going trainingActively participate in orientation and staff training, assigned staff meetingsAttend "All Staff" meetingsRequirementsPhysical 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: XQualificationsEducation: Completion of a high school diploma or equivalentsExperience: 2 year or more in a clerical service related fieldCredential: N/ARequired Knowledge, Skills and AbilitiesAbility to communicate and work with children with varying ages and skills; and provide necessary guidance, support, and supervision to participants at all times.Mathematics and language arts proficiencyFirst aid and CPR certifiedPassion to make a positive impact on the lives of children in the community and to educate them to proficiencyVisual and auditory ability to identify and respond to environmental and other risks related to an activity.Excellent communication and organizational skillsAble to work collaboratively with teamsDemonstrated reliability regarding attendance and work performanceAbility to be creative, flexible and adaptive in ALL activities and responsibilitiesMust be a team playerMust want to help address the needs of the community