Job Description

Job Description

Job Description

ADMINISTRATIVE ASSISTANT

POSITION SUMMARY: The Administrative Assistant will perform general administrative assistant duties for the Children’s Center of Hamden. This position will be directly supervised by and accountable to the Program Director or VP they are assigned to assist. Due to the nature of the material dealt with, all information must be kept confidential. This position is expected to work closely and cooperatively with the various departments within the Agency. The Administrative Assistant is expected to perform other assigned duties.

This position has the potential to be full-time or part-time. This will be discussed further during the interview process.

TECHNOLOGIES : Microsoft Office Suite

Accountable and responsible for the following results:

• Provide support and assist Program Director or VP to which they are assigned.
• Maintain clients’ information in database including admissions, discharges, scanning/uploading, and correct census.
• Submit workorders for maintenance tasks as needed.
• Provide receptionist coverage for the Administration Building or Wakeman Building when needed (including lunches and time-off)
• Assist in communication with licensing bodies (such as DCF), other providers and guardians, including submitting reports, requests for information and other correspondence.
• Provide transcription services for psychiatrists’ dictation when needed.
• File and maintain documents as assigned.
• Compile and submit reports as requested.
• Confirm and schedule appointments and/or transportation as requested.
• Assist in the monitoring of office devices (copier, fax, coffee machine, mail machine, etc.)
• Record and type minutes of designated meetings as assigned.
• Maintain stock of office supplies and distribute to department as requested.
• Assign and process purchase orders, allocate invoices and submit them to their Program Director or VP for approval as needed.
• Coordinate travel and registration for meetings/conferences as needed.
• Provide additional support as needed for any various or ongoing projects.
• Cross-trained in all program admin assistant duties in case coverage is needed in other departments.
• Demonstrate sensitivity and awareness regarding cultural diversity and boundaries as it relates to the client population and fellow staff.
• Attends all mandatory trainings and meetings as required for continued employment.

MINIMUM QUALIFICATIONS

High school diploma or equivalent required. 5 or more years of administrative assistance experience preferred. Should possess excellent organizational abilities, be able to handle confidential information, and various situations that may arise. Should have excellent verbal and written communication skills. Ability to prioritize and manage tasks is a must.

LICENSURE /

CERTIFICATIONS

Not Required.

PHYSICAL REQUIREMENTS /

WORK ENVIRONMENT

While performing the duties of this job, the employee is regularly required to perform the following essential job functions:

Light lifting (<20 lbs.) Standing Sitting Seeing

Moderate lifting (20 – 50 lbs.) Reaching Walking Hearing

Heavy lifting (>50 lbs) Bending Climbing Talking

Driving Repetitive Motion Push/Pulling

Other, specify:

The work environment is primarily representative of those an employee encounters while performing the essential functions of the job.

Potential exposure to waste and bodily fluids

Potential allergenic and/or irritant conditions

CORE COMPETENCIES

Behaviors and skills employees are expected to demonstrate to carry out the mission and goals.

• Values/Ethics: Ability to act with integrity and respect in personal and organizational practices, treating all people equitably including respecting professional, ethical and people values.
• Communication: Ability and willingness to write and speak clearly and succinctly in a variety of communication settings; can get messages across that have the desired effect.
• Conflict Resolution: Facilitating the prevention and/or resolution of conflict while preserving working relationships while maintaining composure.
• Organization: Ability to manage multiple projects; determine project urgency, uses goals to guide actions; organizes and schedules task effectively.
• Team work: Readily sharing information, knowledge and personal strengths. Seek to understand and build on differing perspectives of others to enhance team efficiency and quality outcomes.
• Computer: Ability to use computers and other forms of technology. Ability to learn required office software products.

• Decision Making/Decisiveness: Making and taking responsibility for, and demonstrating commitment to appropriate decisions in a timely manner. Ensuring that decisions are made based on policies, rules and organizational directives and solving the emerging problems.
• Leadership: Creating a working environment that promotes and encourages team members' participation to attain common and individual objectives. Leading by example.
• Project Management: The discipline of planning, organizing, and managing resources to bring about the successful completion of a specific project.
• Strategic Thinking: Innovating through analysis of issues and trends and how these link to responsibilities, capabilities and potential of the organization.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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