Administrative Assistant

POSITION: 

• General Office Administrative Assistant- Community Facilitator/ Independent Living Skills (ILS)

GENERAL DESCRIPTION: 

• To provide full administrative support to the Community Facilitator/ ILS Program and provide liaison support between the different departments. 

ESSENTIAL RESPONSIBILITIES/DUTIES: Essential functions of the job are denoted. Other duties may also

be assigned. Please note that the essential functions may vary depending on department size, organizational structure and/or geographic location. Reasonable accommodations may be made to allow individuals to perform the essential functions of the job or restructure marginal functions. 

• Desktop Procedures for all duties of the position.

• Work with and support Managers during payroll to ensure billing is processed in a timely manner.

• ERSP- electronic health record support. Assisting with receiving and updating schedule changes within ERSP and entering corrections in a timely manner. 

• Special Incident Report Processing as procedures defines.

• Assist with the development of presentations, vendor packets, and other program materials.

• Revise, maintain, and distribute program information on consumers, families, department list, Regional Center Coordinators, etc. 

• Direct liaison between Community Facilitator/ ILS Manager and staff.

• Copy, distribute, and file authorizations as needed.

• Set up Community Facilitator/ILS meetings as requested and type/distribute agenda and minutes of meetings. 

• Mailing of announcements to staff, consumers, and families, as requested.

• Writing and typing correspondence (letters, memos, flyers, reports etc.).

• Assist with Agency and Departmental out/in mailings.  

• Assist with the preparation of presentations, vendor packets, and other program materials. 

• Schedule appointments, training, conferences, etc., and prepare materials for events. 

• Faxing, filing, copying, and typing as needed. 

• Assist with scheduling interviews to determine new recruits. 

• Assist in locating outside resources for training. 

• Keep stock of office supplies and place orders when necessary

• Support Manager and Community Support Supervisors with working remotely. 
• Other duties as assigned

MINIMUM QUALIFICATIONS: The following are the minimum qualifications which an

individual needs in order to successfully perform the duties and responsibilities of this position. Please note that the minimum qualifications may vary based upon the department size and/or geographic location. 

• Must be 18 years old. 

• Must have High School Diploma or GED. 

• Requires a minimum of two years' secretarial experience. 

KNOWLEDGE/SKILLS/ABILITIES:  

• Type 60-70 words per minute. 

• Must have good communication skills and be able to interact effectively with all staff, family members, consumers, and Board Members. 

• Must be able to work for a number of people and be able to prioritize. 

• Requires good organizational and time management skills. 

• Must have the ability to treat delicate information with sensitivity and in a confidential manner. 

• Must have computer proficiency in MS Word, Excel, and PowerPoint. 

• Must be able to communicate clearly, concisely and persuasively. 

• Ability to use Smart Phone

• Strong customer, quality and results presentation skills required. 

• Ability to interact effectively at all levels and across diverse cultures. 

• Ability to be an effective team member. 

• Understand the organization's culture and values. 

PHYSICAL DEMANDS: In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to allow individuals to perform the essential functions of the job or restructure marginal functions. 

• Must be able to hear, see, speak, and write clearly in order to communicate with employees and/ or other customers.

•  Manual dexterity required for occasional reaching and lifting of small objects, and operating office equipment.

• Occasional reaching and lifting of small objects, and operating office equipment. 

• Travels as required meeting functions of job responsibilities. 

• This position may require the use of smart phones and other mobile electronic devices to perform work functions. The employee's use of company-issued devices or pre-authorized use of the employee's personal device will comply with the agency's Cell Phone Policy at all times. 

WORK ENVIRONMENT: In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to allow individuals to perform the essential functions of the job within the environment of restructure marginal functions. 

• Office 

• Community 

PERFORMANCE EVALUATION:  

• Annual 

STATUS:  

• Full time 

• Non-Exempt 

SUPERVISION:  

• This position is supervised by the Manager of Community Facilitator/ ILS.

POSITION:

General Office Administrative Assistant - Community Facilitator/ ILS

ACKNOWLEDGEMENT: 

• I have read and fully understand my job description. 

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Printed Name 

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 Employee's Signature                          Date: 

Nita Davis                                            __________________