Administrative Assistant - Agape

Administrative Assistant - Agape (Full Time)

The Administrative Assistant provides general office support to the Agape Services staff and clients, including answering and directing telephone calls, greeting and engaging with clients and guests, maintaining adequate records, data entry, copying, filing, faxing, maintaining logs, updating records, recording meeting minutes, attending meetings with the Agape Program Manager, and other duties as assigned by the supervisory staff. This position also assists in weekly grocery shopping with the Program Manager for the food bank, maintaining the food pantry and assisting in distribution of food as needed, and ordering and maintaining the personal care product closet.

Amongst these duties, the Administrative Assistant is expected to maintain professional relationships with outside entities in regard to the coordination of care for our clients. This program works with adults residing in Rhode Island living with HIV/AIDS and co-occurring conditions, so the person who holds this position must be non-discriminatory and unbiased towards this population.

This position requires a high school diploma or equivalency with two years' office/customer service or social services preferred.

• Knowledge of modern office procedures and methods, including telephone communication, office systems, and adequate record keeping.
• Knowledge of proper business communication, including style and formatting of letters,memoranda, and data reports.
• Skill to use a computer and various software packages.
• Abilityto prioritize tasks and work independently.
• Ability to maintain strict confidentiality.
• Ability to organize activities for clints and provide support as needed.
• Ability to enter data in Agape6 and Care Ware (following training)
• Complete reports from databases and records as requested by supervisory staff.
• Maintain a copy of all forms needed within the Agape Center
• Assist with the operation of the food pantry as needed. Assist in covering the office as needed.
• Work directly with the Program Manager on necessary tasks about program operations.
• Order office supplies, personal care products, activity products, etc.
• Make copies, send faxes, and scan documents as needed.
• Shopping for groceries with Program Manager as assigned.
• Help with food bank ordering, deliveries, and reporting.
• Complete intake processes for Basic Clients.
• Other duties as assigned by supervisory staff.
• Ability to communicate effectively orally and in writing.

• Consistently complete work in a competent, accurate, and thorough manner.
• Ability to be a self-starter, attend to multiple tasks simultaneously, work with minimal supervision, and continually seek new/better methods to organize/complete work.
• Effectively accomplish duties by working with others, including team members, other CCA staff, and/or outside agencies.
• Regularly available for work, reliable, and on time for all things scheduled.
• Ability to move within the building to meet with clients and team members or to access supplies to attend to client needs.
• Demonstrate competency in clinical/technical or administrative skills, procedures, methods, and tools required to perform the job successfully.

• Week 1:
  Acquaint with Agape clients, staff, and procedures. Orient to building and work environment. Attend New Hire Orientation when available.
• Week 2:
  Work with volunteers in the food pantry and personal care closet. Familiarize with office procedures and machines.
• Week 3:
  Work with activities and with the Program Manager on office procedures.
• Week 4:
  Review monthly reports to be completed. I will train with the Program Manager on data entry, reporting, and record-keeping. Take meeting notes and transcribe as assigned by supervisor.
• Week 5:
  Work with the Program Manager on the monthly calendar, assist to learn basic intake processes, and review policies and procedures.
• Week 6:
  Work with the Program Manager to develop an independent schedule and be able to maintain the center in the absence of the Program Manager, with assistance from the case management team.

Community Care Alliance offers competitive salaries based on experience, skills, and performance, a comprehensive benefits package, and a great quality of work/life.

• Generous vacation, sick time,and holidays.
• Comprehensive medical and dental coverage, as well as voluntary vision and AFLAC supplemental coverage.
• 403b with matching after 6 months of…