Administrative Assistant

Job Description Job Description Description ¨ The Administrative Assistant will play an integral role in the day-to-day operations of Milestones Services. This individual in this role will support and be an extension of the CEO/Executive Director of Milestones. Reporting Relationship ¨ Reports CEO/Executive Director Responsibilities/Activities ¨ Maintains forms, documents, training materials, marketing materials, etc. ¨ Maintains files and documents in an organized format as outlined in agency procedures. ¨ Drafts and proofreads letters, documents, forms, marketing materials and other written materials. ¨ Plans meetings and events for the organization. ¨ Manages the calendar for the CEO/Executive Director. ¨ Ensures CEO/Executive Director is prepared for meetings with appropriate reminders, follow-up, documents, materials and communication of upcoming meetings ¨ Schedules meetings for the CEO/Executive Director. ¨ Manages email and communications for CEO/Executive Director. ¨ Helps maintain organization of the entire office and building. ¨ Makes travel arrangements for the CEO/Executive Director. ¨ Greets clients, employees, and other visitors who enter or call the CEO/Executive Director. ¨ Answers phones and building entry requests. ¨ Manages branding and media for the company and CEO/Executive Director. ¨ Maintains professional appearance and cleanliness of the office. ¨ Is familiar with and follows company policies and procedures. ¨ Processes incoming and outgoing mail. ¨ Prepares, sends and pays invoices and other company financial obligations. ¨ Accurately maintains client financial records. ¨ Checks voicemail and relays messages daily. ¨ Faxes or emails appropriate documentation to external stakeholders. ¨ Helps maintain client and employee files and compliance and enters information into appropriate databases as needed. ¨ Reports significant/major incidents or accidents and notifies proper authorities of circumstances or situations that present possible health hazards. ¨ Ensures overall client health, safety and welfare. ¨ Assists in scheduling, tranporting and follow-through of vehicle maintenance as necessary ¨ Oversees and manages site repairs and maintenance including but not limited to contractor communication, payment of invoices, quality of repairs, etc. ¨ Completes incident reports related to client incidents and accidents as necessary. ¨ Understands and has the ability to execute state and federal regulations that relate to client services, client health safety and welfare, employee training and human resource compliance. ¨ Maintains physical and electronic files and documents in an organized format. ¨ Completes clerical and administrative duties on behalf of the CEO/Executive Director. ¨ Provides mild support to other office and day care center leaders including ordering supplies, handling IT issues, internal communication, etc. ¨ Helps maintain organizational financial records. ¨ Helps maintain employee records in support of human resources and oversees and enters employee demographic information as needed. ¨ Processes payroll for leadership and administrative staff. ¨ Processes payroll for day care staff. ¨ Processes payroll for other staff members as needed. ¨ Completes client billing and invoicing. ¨ Maintains client room and board spreadsheets and billing. ¨ Works with contractors and other vendors. ¨ Assists with client service billing as necessary. ¨ Oversee access control for company email, systems, etc. ¨ Conducts company and CEO/Executive Director errands as necessary. ¨ Other duties as assigned. Required Knowledge and Demonstration of: ¨ Scheduling and email. ¨ Microsoft Office including Word, Excel, Access, Publisher and Power Point. ¨ Other software programs. ¨ Organizational techniques. ¨ Excellent written and verbal communication techniques. ¨ Effective teamwork techniques. ¨ Discretion with confidential information ¨ Meeting and event planning techniques. ¨ Analytical reasoning techniques. ¨ Effective problem-solving techniques. ¨ Effective time management techniques. ¨ Effective stress management techniques. ¨ Prioritizing work and activities. ¨ Self-direction and initiative. Required Skills/Abilities ¨ Ability to effectively manage time. ¨ Ability to work very independently and with minimal direction. ¨ Excellent written and verbal communication skills. ¨ Ability to demonstrate effective interpersonal relations. ¨ Ability to effectively communicate orally and in writing. ¨ Ability to plan and organize work. ¨ Excellent organizational skills. ¨ Excellent leadership and management skills. ¨ Ability to administer policies and procedures. ¨ Excellent customer service skills ¨ Ability to identify problems and determine effective solutions. ¨ Ability to work independently and in cooperation with others. Physical and Mental Demands: ¨ Good physical and mental health. ¨ Mental fortitude and stability to handle stress. ¨ Physical and mental ability to drive a vehicle. Qualifications/Education ¨ Associates degree and two-years of experience preferred. ¨ Has a social security number or valid work permit. ¨ Current driver’s license. ¨ Proper Vehicle Insurance Coverage. Training/Experience: ¨ Has a minimum of two-years of administrative responsibility in a customer-oriented organization. ¨ Requires job and company-related training.