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Administrative Assistant

JOB TITLE:                        Administrative Assistant

FLSA STATUS:                  Non-Exempt

DEPARTMENT:                  Administration

DIRECT SUPERVISOR:      Administrative Supervisor

POSITIONS MANAGED:    None

SALARY RANGE:               $24 - 30 per hour

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SUMMARY:

Under the supervision of the Administrative Supervisor, the Administrative Assistant will perform duties and responsibilities outlined below, as well as other duties as assigned. Must be familiar with the organization, stay abreast of changing situations to identify problems, gather data, develop and assess alternative courses of actions.

NOTE: Performance reviews are conducted annually upon the anniversary of your hire date. Raises and promotions are based on merit, (work performance, work ethics, attendance, etc.) which will be at the discretion of the Executive and Program Directors. Raises are not guaranteed upon review.

 

DUTIES and RESPONSIBILITIES:

  • Will assist in the development and implementation of policies and procedures governing the overall program and in the training of subordinates concerning these policies.

  • Will assist in the administrative implementation and maintenance of the following:
    Records for all program houses either rented or owned, contracts, proposals, all licensing and certification procedure manuals.

  • Assist in all state, and county program reviews, providing all necessary and pertinent information. Overseeing and assisting program staff in meeting all requirements, and in doing so, effectively communicates at a professional and knowledgeable level with administrative personnel of Federal, State, City and County agencies and organizations.

  • Will be thoroughly versed in the A.D.A. regulations and will have a working knowledge of all such codes that would apply as much as possible.

  • Will assist the Administrative Supervisor and Compliance Officer, overseeing all contract compliance issues as needed.

  • Answering phones and retrieving messages.

  • Maintains safe and clean work area by complying with procedures, rules, and regulations.

  • Perform data entry and filing activities.

  • Prepare correspondence, reports, and other documents as needed.

  • Answer and route phone calls, emails, and other communications in a professional manner.

  • Assisting Administrative Supervisor in completing RFP’s, Grants, and applications.

  • Assist Administrative Supervisor with HR and employee relations tasks, such as personnel file maintenance, entering and maintaining employee information in ADP, etc.

  • Will be responsible for the onboarding, orientation and initial training of all new employees.

  • All other tasks assigned.

 

QUALIFICATIONS:

  • ï‚· Make timely decisions based on logical assumptions, using all available information.

  • Keep the members of the organization informed of progress and problems.

  • Monitor the progress and coordination of delegated personnel assignments.

  • ï‚· Possess adequate reading, computer and keyboard skills; will spend a majority of time at a desk and/or on a computer.

  • Must be able to express self clearly and effectively in oral and written communication.

  • Possess Telephone Etiquette and be able to deliver presentations in group settings.

  • Possess Interpersonal Skills; command attention and respect of personnel, and maintain effective relationships with others; use tact and be sensitive to the feelings of others; use available training and development resources to improve subordinates skills and abilities.

  • Be a self-starter; working independently with little supervision; actively influencing events to achieve company goals; perform duties beyond minimal levels.

  • Must have the ability to multi-task and handle stressful situations in a calm and professional manner.

  • Must be free of alcohol and/or other drugs on a daily basis. 

  • If a recovering alcoholic or drug abuser, a reasonable amount of current sobriety will be required. Determination to be made by the Executive Director.

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EDUCATION/EXPERIENCE:

  • High School Diploma or Equivalent required. At least two years of college education recommended; preferably in administration.

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PHYSICAL AND MENTAL REQUIREMENTS:

  • Must have reasonable mental and physical ability to perform each essential duty satisfactorily.

  • The duties, responsibilities and qualifications listed above are representative of the knowledge, skill and/or ability required.

  • May be required to lift up to 25 pounds of paper and/or office supplies.

  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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HOW TO APPLY

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