Administrative Assistant/Receptionist

SUMMARY

Responsible for handling front office reception and administration assistant duties, serves visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival, answering phones, handling Agency’s inquiries, and sorting and distributing mail. This specific position will also be cross-trained in the following departments: Intake, Quality Assurance and Recruitment.

Qualifications: Telephone Skills, Verbal Communication, Microsoft Office Skills, Listening, Professionalism, Customer Focus, Organization, Informing Others, Handles Pressure, Phone Skills, Supply Management. This position description/summary reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Tasks are subject to change during day to day operations.

REQUIREMENTS:

• Employee must undergo a pre-employment physical examination. This examination will be given at the employee expense by a license physician and will include a TB test as requires by Community Care Licensing.
• Employee must submit to a live scan/fingerprint process. Employee must receive clearance from Department of Justice, Federal Bureau of Investigation and Child Abuse Index per Community Care Licensing.
• Employee must sign a statement acknowledging the child and elder abuse and neglect reporting.
• Participate in employee orientations and ongoing training.
• Have a current California Driver License and automobile insurance.
• Employee must have the ability to use office machines, word processors, computers, etc. to prepare the necessary documentation, reports, etc.
• Employee shall complete a minimum of one-hour training in the area of child and elder abuse recognition, identification, assessing and reporting.
• Bilingual (English and Spanish)

RESPONSIBILITIES AND OBLIGATIONS:

The Administrative Assistant shall be responsible for, but not limited to, the following duties:

• Maintains safe and clean reception area by complying with procedures, rules, and regulations.
• Answer phones and operate a switchboard.
• Route calls to specific people.
• Answer inquiries about our Agency.
• Greet visitors warmly and make sure they are comfortable.
• Maintains security by following procedures; Give visitors badges and direct them to where they can sign in.
• Call persons waiting for visitor and book them a room to meet in.
• Coordinate mail flow in and out of office.
• Coordinate office activities.
• Handle phone calls from people calling in sick.
• Hand out employee applications.
• Arrange appointments.
• Send email and faxes as requested by management.
• Collect and distribute parcels and other mail.
• Take and relay messages.
• Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Assist Administrator with preparation of Addendum's.
• Contributes to team effort by accomplishing related results as needed.
• Create and Maintain Tracking logs for Social Workers.
• Input necessary documents into Foster Trak.
• Tracking of all faxes coming into the office and distribute them as needed.
• Orientations and home evaluations of prospective families when needed.
• Screen prospective parents when they call for information.
• Log in all prospective calls.
• Assist HR with application paperwork upon interview.
• Send all medical and dentals for the month to the PHN.
• Assist CEO, Administrator, Supervisors and ASW’s with any duties when needed.
• Assist in Intake, Quality Assurance and Recruitment as needed.

Job Type: Full-time

Pay: $13.00 - $22.00 per hour

Job Type: Full-time

Pay: $18.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Language:

• Spanish (Preferred)

Work Location: In person

Salary : $13 - $22