Administrative Assistant

Administrative Assistant PositionThe Administrative Assistant position provides administrative support to the PCHAS Counseling Center in Waxahachie. Primary responsibilities include entering and maintaining client information in the program's management information system, supporting marketing and community outreach efforts, maintaining and organizing client case records, filing, preparing and printing reports, and assisting with general office operations. Additional duties may include copying, labeling, mailing, organizing materials, and other administrative tasks as assigned.Core ResponsibilitiesProvides clerical support to the Counseling Center Supervisor and staff, including generating letters, memos, reports, etc. Assists all staff in retrieving documentation from files, copying, faxing and mailing information. Makes phone calls on behalf of staff as needed in the process of task completion and other program operational requirements.Collects and files all material related to the Counseling Center on a weekly basis. Creates, organizes and maintains all client records as needed. This includes entering information into the PCHAS data management system. Manages archives of files.Provides all receptionist responsibilities. Welcomes guests as needed. The administrative assistant is often the first voice/face in greeting clients and visitors, so attitude and assistance is of utmost importance. Takes messages and directs phone calls to the appropriate staff person. Telephone messages must be handled discreetly in order to ensure client confidentiality. Receives RSVPs for meetings and trainings.Requests office and kitchen supplies as needed. Ensures that all office equipment is in good working order.Responsible for accounting that must be reported to the Central Office.Oversees outgoing and incoming mail. Responsible for correct postage on outgoing mail and securing online postage. Responsible for distribution of incoming mail, giving appropriate attention to any monies received in mail.Verifies client insurance for claims.Working ConditionsThe Administrative Assistant works primarily from the office in a varying schedule as dictated by the current needs of the program and authorized by the DFW Regional Director. The environment is shared workspace with access to a computer workstation, fax machine, copier, and telephone. The work environment is subject to mild stress. Work hours typically fall within typical weekday business hours. Occasional local travel to run errands using employee's own vehicle. Hours will be determined based on the need of the counseling center.RequirementsEducation and Experience:A High School diploma. Experience working with computers, including working within a Windows and Web-based environment, Word, Excel, and Internet Explorer.Skills:· Must be well-organized and self-motivated, able to work with minimal supervision· Able to prioritize and be accountable for timelines, to complete projects in a timely manner· Must have good oral and written communication skills· Must have a post-high school level reading ability· Must have above-average computer skills working within a Windows and Web Based environment including a working knowledge of Microsoft Word, Excel, and Internet Explorer· Must demonstrate the ability to work harmoniously with others· Must have good computer keyboarding skills, including being able to type at least 40 wpmMiscellaneous:Must have a valid Texas Driver's License, a reliable vehicle and proof of insurance for the vehicle used in work related activities. May be required to work evenings and weekends depending on workflow.Christian Commitment:Presbyterian Children's Homes and Services (PCHAS) is a faith-based organization guided by Christ's love, dedicated to creating a world where every child is safe, every family is strong, and hope outshines hardship.Through Christ-centered care, we empower children, young adults, and families by nurturing their strengths, resilience, and faith. We strive to serve like Jesus—meeting those we serve where they are, treating them with dignity and compassion, and walking alongside them with grace and understanding.At PCHAS, we focus on the strengths and potential within each individual, encouraging those we serve to look forward with hope and confidence rather than being defined by past challenges. When we live out this mission well, we help children and families experience hope, thrive in their journeys, and know the enduring love of God.