Administrative Assistant

Job Description Title & Classification

Administrative Assistant, OCC CJSC – Non-Exempt

Director, OCC Community Justice Support Center

The Administrative Assistant will provide a variety of office management, data collection and reporting duties for the Center. The role includes answering telephone calls, registering participants, and performing functions as directed by the Program/Treatment Manager(s). The Assistant will reflect and display the values of caring, honesty, respect and responsibility.

• Register participants as they enter the Center.
• Answer telephones in a professional and courteous manner.
• File reports, reviews, log drug testing results and place in participant files.
• Organize the flow of information, phone messages, faxes, mail and electronic information to the appropriate staff.
• Maintain appropriate forms, replenish office supplies, unit supplies, and effectively use purchase orders and vouchers in accordance with Association procedures monthly as directed.
• Maintain accurate and efficient records; perform record-keeping/filing for the program.
• Participate in supervision with the Program/Treatment Manager as needed.
• Attend staff meetings as assigned.
• Work cooperatively with OCC, Probation, Parole and other agency personnel at the Center.
• Establish and maintain positive working relationships with funding sources and the community at large.
• Collect and document urine screens as needed.
• Perform other duties as assigned or directed by the supervisor(s).
• Adhere to fiscal policies and procedures such as petty cash, purchase orders, vouchers and employee expenses as requested.
• Ensure that the Administrative Assistant’s office meets the highest standards of cleanliness and maintenance.

• Attend all assigned meetings.
• Actively participate in the Y's Annual Campaign.

• Mission Advancement: Accepts and demonstrates the Y's values; demonstrates a desire to serve others and fulfill community needs; recruits volunteers and builds supportive relationships; supports fundraising.
• Collaboration: Works effectively with people of different backgrounds, abilities, opinions, perceptions; builds rapport; listens for understanding; speaks and writes effectively; takes initiative to develop others.
• Operational Effectiveness: Makes sound judgments; transfers learning; embraces new approaches; establishes goals; clarifies tasks; plans work; follows budgeting policies; reports financial irregularities; strives to meet or exceed goals.
• Personal Growth: Pursues self-development; demonstrates openness to change; evaluates personal strengths and limitations; maintains functional and technical knowledge and skills; uses best practices and up-to-date technology.

• Two-year Associate's Degree or equivalent training/education.
• Proficiency in Microsoft Word, Excel, Outlook and Teams.
• Attention to detail and accuracy a must.
• Some evening availability required.
• Some traveling required for meetings and training.
• Must be able to sit, stand, bend and walk during the work day.