Address
SalaryPurpose: The Employment and Day Services Administrative Assistant position exists to provide comprehensive administrative, quality assurance, and clerical support to the Employment and Day Services staff.
Key Responsibilities:
Administrative and General:
- Coordinate decentralized office services for the Department's Day and Employment Programs, including human resources, records management, and supply purchasing.
- Analyze and revise departmental administrative practices to enhance efficiency and quality assurance standards.
- Assists in the development and maintenance of departmental databases such as Staff and
- Participants, Quality Assurance, W.A.T.E.R. Safety Alert System, Staff Evaluation,
- Therap and Staff Development.
- Manage office supply coordination, mileage reimbursement, and billing invoice processing.
- Assist in hiring and training Employment/Day support staff.
- Maintain communication with the Operations department regarding Employment/Day technology needs.
- Perform special projects as assigned by management.
Quality Assurance:
- Maintain and manage databases such as Therap to monitor DDS Quality Monitor Outcomes, safety checklists, incident reports, and safety alert systems.
- Ensure currency of Aquatic Activities and Emergency Fact Sheet Database.
- Develop and maintain Employment/Day Staff Development Database and generate reports as per regulations.
- Review and input billing/attendance records in relevant systems.
- Perform other quality assurance-related tasks as directed by management.
Clerical and General:
- Operate computer software programs for document compilation, typing, editing, printing, and storage.
- Perform various clerical duties, including reception, note-taking, filing, copying, and mailing.
- Coordinate collection, preparation, and distribution of Employment/Day reports.
- Schedule and prepare for appointments, meetings, and maintain departmental calendars.
- Maintain and update all manual systems and policies/procedures.
- Develop and maintain Staff Evaluation Database.
- Complete assigned special projects as directed by management.
Key Competencies:
- Organizational Skills: Demonstrates exceptional organizational skills in managing administrative tasks, maintaining databases, and coordinating office services effectively.
- Technological Aptitude: Possesses proficient knowledge and application of business-oriented technology tools like word processing, spreadsheets, database management, desktop publishing, and accounting software.
- Attention to Detail: Displays keen attention to detail in clerical tasks, documentation, and data management, ensuring accuracy and completeness in all assigned responsibilities.
- Communication Skills: Exhibits excellent interpersonal communication skills, both written and verbal, facilitating effective interaction with staff, participants, and external parties.
- Adaptability and Flexibility: Demonstrates the ability to shift between tasks seamlessly, adapting to changing priorities without compromising quality or composure.
- Problem-solving Orientation: Displays a proactive approach in identifying issues, analyzing situations, and proposing practical solutions to challenges that may arise in administrative processes.
- Team Collaboration: Works collaboratively with departmental staff, demonstrating a cooperative attitude and contributing positively to team objectives and projects.
- Time Management: Efficiently manages time and priorities, ensuring tasks are completed accurately and within specified timelines.
Qualifications:
- Associate degree in business administration, Computer Science, or related field with at least two (2) years of Administrative Assistant experience.
- Proficiency in Microsoft Office Suite, Google Suite, ADP, Therap, and various software and databases.
- Excellent organizational skills.
- Strong interpersonal communication skills, both written and verbal.
- Work is predominantly sedentary in nature.
- Passionate about Harc, Inc.'s mission and dedicated to enhancing the lives of individuals through DDS programs.
