Administrative Assistant

Summary
Answers phones and directs calls, greets the public and staff, perform and manage clerical
support functions for the program site and/or Director of Adult Day Programs. These duties may
be agency-wide, specific to the Division of Adult Day Services, or specific to one of the
programs in the division or site. Project a professional image through in-person and phone
interaction.

Essential Duties and Responsibilities

Organize and maintain files for the Site Coordinator and/or Director of Adult Day Programs.

Enter/monitor/track and file attendance at Site Program.

Monitor/track petty cash (if not assigned to other parties).

Compose and type various reports, forms, memos, and correspondence, including graphs.

Answers telephones and gives information to callers or routes call to appropriate official and places outgoing calls.

Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered.

Complete audits of individual records kept by the different day programs.

Keep and distribute minutes of meetings as requested.

Support staff on computer programs utilized by the agency.

Participate in staff meetings and Inservice training as required by the Site Program and/or Director of Adult Day Programs

This position requires a two-week notice of resignation.

Supervisory Responsibilities
This position has no supervisory responsibilities

Competencies
To perform the job successfully, an individual should demonstrate the following competencies.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

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

• Adaptability
  - Adapts to changes in the work environment;
  Manages competing demands;
  Able to deal with frequent change, delays, or unexpected events. Changes approach/method to best fit the situation.
• Attendance/Punctuality
  - Is consistently at work and on time. Ensures work responsibilities are covered when absent.
• Cost Consciousness
  - Conserves organizational resources.
• Customer Service
  - Manages difficult or emotional situations;
  Responds promptly toneeds;
  Solicits feedback to improve service;
  Responds to requests for assistance;
  Meets commitments.
• Dependability
  - Follows instructions, responds to management direction;
  Takes responsibility for own actions. Completes tasks on time or notifies appropriate person with an alternate plan.
• Design
  -Demonstrates attention to detail.
• Diversity
  - Shows respect and sensitivity for cultural differences. Promotes a harassment free environment.
• Ethics
  -Treats people with respect;
  Keeps commitments;
  Inspires the trust of others;
  
  Works with integrity and ethically;
  Upholds organizational values.
• Flexibility
  - Perform work on multiple concurrent tasks with frequent interruptions.
• Initiative
  - Seeks increased responsibilities;
  Asks for and offers help when needed.
  
  Prioritizes tasks to meet agency needs.
• Innovation
  -Displays original thinking and creativity;
  Meets challenges with resourcefulness;
  Generates suggestions for improving work.
• Interpersonal Skills
  - Maintains confidentiality;
  Listens to others without interrupting;
  
  Keeps emotions under control;
  Remains open to others' ideas and tries new things.
• Judgment
  -Exhibits sound judgment. Includes appropriate people in decision-making process.
• Motivation
  - Measures self against standard of excellence. Demonstrates persistence and overcomes obstacles.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations;
  
  Listens and gets clarification; responds well to questions.
• Organizational Support
  - Follows policies and procedures;
  Completes administrative tasks correctly and on time; supports organization's goals and values.
• Planning/Organizing
  -Prioritizes and plans work activities;
  Uses time efficiently;
  
  Organizes schedules.
• Problem Solving
  - Identifies and resolves problems in a timely manner;
  Works well inteam problem solving situations;
  Uses reason even when dealing with emotional topics.
• Professionalism
  - Approaches others in a tactful manner;
  Reacts well under pressure;
  
  Treats others with respect and consideration regardless of their status or position;
  Accepts responsibility for own actions;
  Follows through on commitments.
• Quality
  - Demonstrates accuracy and thoroughness;
  Applies feedback to improve performance;
  Monitors own work to ensure quality.
• -Quantity
  -Completes work in timely manner.
• Safety and Security
  - Observes safety and security procedures;
  Reports potentially unsafe conditions;
  Uses…