Administrative Assistant

Job Title

To assist the Director of Administrative Operations with operational functions the administrative office and to assist with the basic needs human resource documentation

Screening/Intake

• Attend activities such as but not limited to: job fairs, business after hour socials, agency fund raising and community awareness events.
• Assist with the retrieval of necessary documentation for the needs and purposes of the human resource department for employment screenings.
• Schedule and conduct pre-employment screenings for perspective employees.
• Assist human resources in the development and implementation of orientation for employees.
• Request and collect pre-employment documentation from newly hired employees during trail period.

Interfacing

• Ability to communicate and work with team members to provide guidance and assistance to new team members.
• Ability to answer and transfer direct, and document all messages that enter the agency.
• Represent the agency cleanliness, punctuality, sportsmanship etc…
• Maintain positive public relations with vendors, clients, as well as other community officials.
• Participate in department and company employee meetings.
• Provide frequent feedback and positive reinforcement to participant

Linkage

• Establishes and maintains positive and professional relationships with community supports and stakeholders (Police Department, Hospitals, School Faculty and Administration, etc)
• Provides linkage to equipment service providers and monitors progress thru completion of task.

Monitoring

• Maintains office equipment and supply inventory and assesses the functioning of office equipment, secures maintenance assistance for needed repairs for equipment
• Records and transcribes board meeting minutes
• Keep record of all program equipment
• Creates, updates and maintains client database
• Assists with arranging staff trainings
• Monitors Risk Management safeguards
• Monitors office environmental/climate controls
• Monitor individual participant portfolios and report needed adjustments to Program Coordinator
• Monitor the progress of each weekly lesson plan and report any findings to the Program Coordinator
• Maintain a behavioral management system that helps develop self control and respect

Direct Service

• Carries out clerical/secretarial functions such as: typing correspondences and reports (memos, letters, ect.), provides data entry, routes incoming mail, schedules administrative meetings, fields incoming calls
• Facilitates and arranges employee orientation
• Maintain accurate employee records
• Assists with facilitating and coordinating agency-wide activities
• Maintains a monthly calendar of events and activities for the main office and any branch offices

Administrative

Documentation/Record Keeping

• Maintain accurate employee records
• Documentation of any Unusual Incident as it pertains to emergency telephone calls from participants' parent/guardian(s).
• Maintain accurate employee database as it pertains to contact information.
• Keep documentation of all maintenance for office equipment.
• Ensure that every visitor, and employee document the time entered and exited the facility.
• Creates, updates and maintains client database

Agency-Activities/Training/Other

• Attend and participate in all initial and on going training
• Actively participate in orientation and staff training, assigned staff meetings
• Attend "All Staff" meetings

Education:

Completion of a high school diploma or equivalents

Experience:

2 year or more in a clerical service related field

Credential: N/A

Required Knowledge,

Skills and Abilities

• Ability to communicate and work with children with varying ages and skills; and provide necessary guidance, support, and supervision to participants at all times.
• Mathematics and language arts proficiency
• First aid and CPR certified
• Passion to make a positive impact on the lives of children in the community and to educate them to proficiency
• Visual and auditory ability to identify and respond to environmental and other risks related to an activity.
• Excellent communication and organizational skills
• Able to work collaboratively with teams
• Demonstrated reliability regarding attendance and work performance
• Ability to be creative, flexible and adaptive in ALL activities and responsibilities
• Must be a team player
• Must want to help address the needs of the community