Job Summary:

The FVS Administrative Assistant/Receptionist will serve as first point of contact for callers and clients at the FVS; help maintain office systems; and provides support to the FVS Director and FVS Advocate staff. The ideal candidate will be someone who enjoys working with people and has strong communication skills, a positive attitude, strong computer skills, and the ability to balance multiple tasks simultaneously.

This position will interact with clients both inside and outside of the Shelter. The successful candidate will possess empathy for victims of multiple forms of abuse. The candidate will listen and speak to the victim in a non-judgmental and caring manner to help direct them to the best program within the FVS.

Job Duties & Responsibilities:

1. Perform general office duties as needed by the Director and FVS staff.
2. Serves as first point of contact for the FVS by answering and routing calls, responding to email inquiries, and greeting/starting intake or outtake for clients of the facilities.
3. Maintain computer worksheets with statistical data as assigned.
4. Track and maintain office supplies.
5. Maintains all files in an organized and efficient manner.
6. Assist with planning and preparation for the FVS Staff meetings and other meetings.
7. Maintains a FVS master calendar for FVS meetings, appointments, and time off.
8. Mail duties: log outgoing mail, deliver, pick-up, and distribute or coordinates the distribution to appropriate departments, and individuals.
9. Manage incoming and outgoing mail and assist with large-scale mailings as needed.
10. Perform special projects as requested.
11. Contribute to team effort and supports programs public awareness and education activities and staff appreciation events.
12. May regularly work up to 40 hours per week as required to meet the needs of SHC, the FVS, and its mission, with an occasional need to work more than 40 hours as assigned.
13. Provides other services and work duties as needed to meet the needs of the Sacred Heart Center and its ability to carry out its mission.

Supervision:

1. Supervision Received:

This position is directly supervised by the FVS Director. The Executive Admin of SHC may provide additional oversight as directed by the Executive Director.

1. Supervision Provided:

This position is a non-supervisory position.

Minimum Qualifications:

1. Education and Experience:

• Minimum High School diploma or GED is required.
• Associate degree is preferred.
• 1-2 years previous clerical experience is strongly preferred.
• Work experience with clients, residents, or medical settings strongly preferred.
• Knowledge of the cultural and social patterns of the population we serve is preferred.

1. Skills & Abilities:

• Maintain confidentiality in all departments.
• Proficient in Microsoft Office Suite with the ability to learn job-specific programs and software.
• Interpersonal skills: must be able to communicate effectively with the general public as well as Sacred Heart Staff.
• Strong organizational skills.

1. Additional Requirements:

• Possess a valid South Dakota Driver’s License
• Be able to safely operate a motor vehicle.
• Successfully pass pre-employment Drug Screen
• Successfully pass Criminal Background Check. The following may disqualify any applicant from consideration:
• Any felony conviction
• Any domestic violence violations, convictions, or restraints.
• Any violations, convictions, or restraints for actions made against children or vulnerable adults.
• Any false, untrue statements or material omissions in the application and related paperwork or during the selection process.

Physical Conditions:

1. Work Environment:

• Regularly working indoors in controlled temperatures and noise levels.
• The employee will routinely operate typical business office equipment, including computer hardware, copiers, printers, FAX machines, shredders, etc.
• Directly working with the public while speaking and engaging verbally as required.
• Operating a company vehicle daily as necessary to complete duties.
• May be exposed to unknown physical, medical, emotional, or mental conditions of clients.

1. Physical Requirements:

• Regularly lift up to 25 lbs. and occasionally lift up to 50 lbs. with assistance.
• Use of hands and wrists repetitively for extended periods of time.
• Physical dexterity and endurance to safely conduct the duties of this job to include the use of fingers, hands, arms, legs, and body regularly throughout the workday.
• Sitting for extended periods up to or exceeding 8 hours per day.
• The ability to remain alert to the surroundings and soundly make quick decisions to maintain the safety of persons and equipment

EEO Statement:

“The Sacred Heart Center, Inc. of South Dakota believes that all individuals are entitled to equal employment opportunities and shall provide equal opportunity employment to all employees and applicants. No person shall be discriminated against because of race, color, creed, national origin, age, sex, sexual orientation, disability, or any other nonperformance factors. It is the position of Sacred Heart Center that employment decisions be based on qualifications for the job and the ability to satisfy requirements established for each position that are reasonable and necessary.”