Hybrid Admin Assistant-HH bei PATHWAYS YOUTH & FAMILY SERVICES INC

Description

Job Summary

The Administrative Assistant facilitates the efficient operation of the assigned program, office or department by performing a variety of administrative and clerical tasks.

Essential Duties:

• Greets and directs visitors to the appropriate location of the campus.
• Answers and transfers phone calls. Screens calls when necessary. Takes messages when necessary.
• Schedules appointments and maintains calendars.
• Checks, sorts, and relays mail to appropriate individuals as needed.
• Faxes correspondence and other documents as needed, retrieving incoming faxed documents and routing them to the correct individual.
• May assist with planning, scheduling, and coordinating client activities, outings and appointments and coordinate transportation.
• Establishes and maintains filing systems including filing and scanning staff and client documents as assigned and entering data into various electronic records systems.
• Retrieves information as requested from records, email, minutes, and other documents; reviews data and prepares written correspondence and summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Maintains office supplies and coordinates maintenance of office equipment.
• Maintains a system for recording expenses and the use of petty cash.
• Oversees purchases, ensuring receipts are provided to accounting and completed correctly on a timely basis.  Follows-up on missing receipts. Prepares and submits purchase orders.
• Completes any assigned monitoring such as activity logs, staff attendance, security cameras, medication refills, fire drills etc., and ensures adherence to requirements. Follows up with staff and notifies supervisor of missing information or any other concerns.  Maintains proper monitoring documentation.
• Corresponds, communicates and coordinates with others on matters pertaining to the program as necessary. Writes letters and memos. Compiles and writes reports.
• Uses company vehicle to transport clients to doctors’ appointments or other activities, and runs errands for the agency as requested.
• Completes other duties as assigned.

Supervisor:                            Program Manager, Supervisor, Administrator.

Supervises:                           N/A.

Work Environment:              Office setting.

Work Hours:                          Normal Business/Office Hours (evening and weekend hours when   necessary).

Classification:                       Non-Exempt.

Qualifications

Education & Experience

• Must be at least 21 years of age.
• Must have a High School Diploma or equivalent.
• Prefer training in clerical office skills through a formal training organization, some college or associates degree.
• Minimum of one year of administrative assistant and clerical experience.

Knowledge, Skills, & Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Intermediate typing skills using computer.
• Excellent organizational skills and attention to detail.
• Basic understanding of administrative and clerical procedures.
• Knowledge of the use and operation of FAX machines, photocopiers, and scanners.
• Ability to work independently and as part of a team.
• Ability to support the agency's culture, growth, and success through communication, accountability, and positivity.
• Ability to appropriately accept feedback through the supervision process thus displaying the willingness to learn, grow, and improve.
• Ability to maintain confidentiality.

Additional Requirements

• Proof of valid Texas Driver's License (Type C) and at least three years of driving experience.
• Access to reliable transportation.
• Proof of valid/current auto insurance.
• Cleared motor vehicle driving record.
• Employment and personal references.
• Cleared criminal background check and signed statement regarding felony indictments/convictions.
• Cleared TB test results (current within 12 months prior to employment).
• Cleared pre-employment drug test.
• Working cellular telephone.

Physical and Mental Requirements

With or without reasonable accommodation, the physical and mental requirements of this job include the following: frequent seeing, hearing, and reading, speaking, and writing clearly.  Use of a computer for long hours. Frequent sitting, manual dexterity. Occasional lifting and moving of up to 25 pounds, reaching with hands and arms, stooping and kneeling. Ability to review data and format into meaningful reports. Ability to meet deadlines.