Administrative Assistant

Job Description

Job Description

Description:

Position Function:

Provides administrative support to supervisor and staff. 

Working Conditions: 

Heavy computer usage, administrative and clerical functions in a “team” office environment, attendance at public functions, and some evening and weekend work may be required. Lifting files and office supplies, up to 25 pounds, is required.

Exposure to Confidential Information:

Maintain confidentiality, and follow policies related to personnel and client records 

Key Expectations/Responsibilities:

• Maintain high ethical standards which are outlined in the ACH/OCOK Child and Family Services Code of Ethics.
• The ability to work collaboratively with other personnel and/or service providers and professionals.
• The capacity to maintain a helping role.
• The ability to set appropriate limits.
• Performs other duties as assigned and required to maintain unit operations.
• Attends work regularly in accordance with agency leave policy.

Implementation:

• Performs data entry into IMPACT and other electronic programs and systems.
• Answers and screens telephone inquiries; takes and routes messages and records intake information for referral to caseworkers.
• Prepares and maintains statistical reports, leave and personnel records, case control systems, case records, and related files for the unit.
• Functions as the unit time keeper and will process purchase orders as directed.
• Types correspondence, forms narratives, travel vouchers, meeting notes, performance evaluations, and other documents to support work of the unit and file related documents. 
• Provides program and agency information and/or makes referrals to other community resources.
• Greets visitors, responds to general questions, and directs callers to proper location.
• Performs other duties as assigned and required to maintain unit operations.
• Promotes and demonstrates appropriate respect for cultural diversity among co-workers and all work related contacts.

Training and Supervision:

• Attend continuing education necessary to expand knowledge and maintain certifications or licenses.
• Communicate regularly with supervisor and seek supervision when appropriate.
• Participate in in-service training.

Requirements:

Education: High School Diploma, or equivalent. 

Experience: One year of full-time administrative support, general office, clerical, secretarial, or Texas Department of family and Protective Services experience.

Functional: Knowledge of basic computer functions. Skills in using Microsoft Works or Windows environment. Skills in working in an office supporting several staff members. Ability to effectively handle multiple assignments in a dynamic environment. Excellent verbal communication skills, customer service and organizational skills.