Administrative Specialist

POSITION TITLE:

Administrative Specialist - AIC

REPORTS TO:

Director

POSITIONS SUPERVISED:
None

FLSA STATUS:
Non-Exempt

PURPOSE:

The Admin Specialist’s primary responsibility is to coordinate and oversee administrative duties in the Autism Intervention Center, and ensure that the office area operates efficiently and smoothly.

ORGANIZATIONAL LEVEL:

• Director
• Manager
• Senior Staff
• Staff

EDUCATION REQUIRED:

High School diploma or equivalent and 2-5 years’ experience in an administrative/office management role.

CREDENTIALS

REQUIRED:

None

PRODUCTIVITY REQUIREMENT:
None

• General Requirements (All Employees)
  • Follow work schedule with reliable attendance and punctuality and attend meetings, staff development, and training
  • Multi-task, organize and prioritize assignments
  • Adhere to applicable company and departmental policies and procedures
  • Work in difficult environments, solve problems effectively, and exhibit a positive attitude
  • Initiate communication with supervisor when needed
  • Follow the guidelines, coaching, and directives provided by management to ensure consistent application of agency protocols
  • Receive constructive feedback from supervisor(s) and implement corrections
  • Follow all legal and licensing board requirements and ethical standards
  • Follow state, federal, and local law as they pertain to job duties and execution
  • Keep all client information confidential
• General Requirements (All Supervisors)
  • Recruit, interview, recommend candidates for hire
  • Supervise, mentor, and lead staff; document progress and produce reports
  • Train new staff and provide ongoing training for existing staff
  • Evaluate, reprimand, and in conjunction with Human Resources, terminate staff
  • Model professional behavior and decorum
  • Work collaboratively with management team
  • Work effectively with employees and customers who may be upset or unreasonable
  • Set and achieve goals and initiate professional development
  • Assist leadership in strategic plan development and progress for agency
• Specific Duties, Competencies, and Behaviors
• Office Organization & Cleanliness:
  Maintain a highly organized and clean office environment, ensure supplies are stocked and accessible, and contribute to a professional image for clients and visitors.
• Arrival Routine & Dismissal Routines Traffic Pattern:
  Manage the flow of individuals during peak times, coordinate and monitor traffic to ensure safe, efficient, and orderly transitions.
• Client Attendance & Parent Communication:
  Track daily attendance, note absences or late arrivals, and communicate with parents regarding attendance and related concerns.
• Medication Distribution:
  With guidance and adherence to protocols, assist with organized and accurate distribution of medication, maintaining meticulous records for client safety.
• Health Checks & Provider Breaks:
  Support health checks and coordinate scheduled breaks for providers to maintain coverage and safety.
• Auxiliary Team Member Behavior Support:
  Provide general support for behavior management and de-escalation as part of the care team.
• Attendance (Employee):
  Track and record staff attendance, including arrivals and departures.
• Heat Up Lunches:
  Prepare and distribute meals for clients and staff as needed.
• Purchase Ordering:
  Manage procurement of supplies, obtain quotes, place orders, and track deliveries.
• Answering Phone Calls:
  Serve as the primary contact for incoming calls, direct inquiries, take messages, and provide information.
• Checking Visitors Into the Building:
  Verify identity, log arrivals/departures, and issue visitor passes per security protocols.
• Unannounced Drills & Progress Reports:
  Coordinate safety drills and assist with client progress reports for timely communication with parents.
• Send All Building Emails:
  Create and disseminate building-wide communications to staff, parents, and stakeholders.
• Create & Update Spreadsheets:
  Maintain spreadsheets for client data, attendance, inventory, and other operational metrics.
• Completes other job duties as needed for daily operations, including light custodial tasks or coverage to support operations.

CREDENTIALS

REQUIRED:

None