Administrative Assistant

Job Description

Job Description

Fulltime Administrative Assistant to the Children's Services Department - $750.00 sign-on bonus

$17.00 - $18.50 per hour

PURPOSE :

The primary function of this position is to provide varied administrative support to the entire Children's Services Department. The support is delivered through general and specialized duties, with minimal supervision, and in a manner that enables the department to optimize their resources while providing a variety of supports to eligible families.

The following list of duties is intended only to describe the various types of work that may be performed and is not intended to be an all-inclusive list of duties. The omission of a specific duty statement does not exclude it from the position if the work is consistent with the concept of the classification, or is similar or closely related to another duty statement.

ESSENTIAL FUNCTIONS :

• Accurately creates, maintains and updates department records including but not limited to case load lists, group email lists, database, files, budgets, and service logs.
• Interaction with Family Council members regarding information such as : referrals, family suggestions, etc.
• Manages arrangements for meetings, and special events as needed, takes meeting minutes and distributes as necessary.
• Create and execute large mailings.
• Coordinates registration forms, and gift cards for various events throughout the year.
• Maintain confidentiality of all personnel and individual information in accordance with HIPAA policy and regulations.
• Ability to maintain professional limits and boundaries.
• Must be able to prioritize and complete tasks in a timely manner.
• Willingness to support other departments as needed or required including the main reception duties.
• Adheres to all relevant policies and procedures.
• Ability to work with a diverse group of people.

EDUCATION / SKILLS

Associate or Bachelor's degree preferred, minimum of 3 years administrative experience. This position requires excellent interpersonal skills, the ability to prioritize and manage multiple tasks, excellent verbal and written communication. This position also requires the ability to manage budgets, knowledge of proof reading, and the ability to work independently or within a team setting as needed. Must have knowledge of general office practices, and small office machine including : computer, phone, fax, copier, and mailing machine. Proficient in MS Office products importantly Excel, Word and Google Docs. Previous experience with FileMaker Pro and Publisher is a plus.

WORKING CONDITIONS

Work is in-person, with office hours of : Monday – Friday (8 : 00 am – 4 : 30 pm), with flexibility to accommodate individuals served, their family and agency schedules / events. Valid driver's license, reliable transportation and auto insurance is required. May need to travel to other locations for meetings or coverage. Mileage reimbursement is available for employment related travel.

Must submit to criminal, DMV, Bureau of Adult and Aging Services (BAAS), Division of Child, Youth and Families (DCYF), and Office of Inspector General (OIG) background checks and complete a TB rest.