Administrative - Admin Assistant

We are passionate about what we do and delight in providing excellent programs that make permanent, positive changes in the lives of those we serve. Our programs are designed to equip our clients with the vision, motivation, life skills, education, and self-discipline necessary to lead a successful life.

Summary:  Schedules appointments, gives information to callers and otherwise relieves officials of clerical work and minor administrative and business detail by performing the following duties.

Essential Duties and Responsibilities include the following:    

• Answer and direct all incoming telephone calls. 
• Screen calls for supervisor.
• Reads and routes incoming mail and email.
• Coordinates manager's schedule and makes appointments.
• Composes and types routine correspondence.
• Organizes and maintains file system, and files correspondence and other records.
• Greets visitors and routes to appropriate area or person.
• Conducts research, and compiles and types statistical reports.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies office and arranges for equipment maintenance.
• Complete required inspections for safety, barrier to accessibility, etc. 
• Conducts safety drills. 
• Print and distribute information to clinicians.
• Other duties as assigned.

Competency: 
To perform the job successfully, an individual should demonstrate the following competencies:
 

• Problem Solving - Identifies and resolves problems in a timely manner; Develops alternative solutions.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance.
• Interpersonal - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions.
• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences.
• Ethics - Treats people with respect; Works with integrity and ethically; Upholds organizational values.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains  reasoning for decisions; Includes appropriate people in decision-making  process; Makes timely decisions.
• Professionalism - Approaches others in a tactful  manner; Reacts well under pressure; Treats others with respect and  consideration regardless of their status or position; Accepts  responsibility for own actions; Follows through on commitments.
• Quantity - Meets productivity standards;  Completes work in timely manner; Strives to increase productivity.
• Safety and Security - Observes safety and  security procedures; Determines appropriate action beyond guidelines;  Reports potentially unsafe conditions; Uses equipment and materials  properly.                      

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education/Experience:  High school diploma or general education degree (GED);   related experience and/or training; or equivalent combination of education and experience.
  

• Language Ability:  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine  reports and correspondence.  Ability  to speak effectively before groups of customers or employees of organization.

• Reasoning Ability:  Ability to apply common sense understanding to  carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

• Computer Skills:  To perform this job successfully, an individual should have knowledge of Basic Microsoft Word processing software; Basic Excel spreadsheet software and Microsoft Internet Explorer internet software.

Supervisory Responsibilities:  This job has no supervisory responsibilities.

Work Environment: The noise level in the work environment is usually quiet.

Physical Demands: The employee must occasionally lift and/or move up to 10 pounds.