Administrative Assistant

Summary

Plans and carries out assignments relating to office support activities by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES may include but are not limited to the following. Other duties may be assigned.

Central State Community Services, Inc. embraces an employment environment that promotes Individuals’ recovery and discovery, a Person-Centered approach to treatment/services and cultural competence. An employee in this or any position is expected to support the employment environment.

Formally recognizes the accomplishments of others when they display character traits valued by the organization.

Greet people coming into the office. Maintain the office “sign in” log. Assist visitors as needed and direct them to the appropriate person with whom they have an appointment.

Answer phones, route calls to the appropriate person when they are available and take messages when the appropriate person is not available.

Maintain/update a listing of local employee phone numbers and addresses.

Maintain and update all corporate information.

Organize and update the local files as needed.

Maintain postage, copy, and fax machines and print reports of usage by code

Assist office personnel and home staff with copying, scanning, faxing, and emailing when requested. Retrieve and print scans, and route received scans to the appropriate person.

Assist office personnel/program coordinators/program manager/executive director with prompt communications involving various agencies and remit correspondence.

Maintain confidentiality and security of records and materials.

Receive incoming faxes and deliver to the designated person’s “mailbox”. Secure incoming fax area by assuring only designated individuals “pick-up” incoming faxes.

Complete general filing and typing as requested. Distribute memos to office and home staff. Shred designated confidential paperwork.

Maintain and update “forms” book, office manuals, and handbooks.

Monthly updating of GHS manual.

Receive incoming mail form mailbox daily, date stamp, sort/distribute incoming mail, and deliver outgoing mail to post office or mailbox daily.

Put postage on outgoing mail daily

Complete Administrative Assistant monthly report.

Complete logs from monthly home documents. Distribute for Program Coordinator meeting.

Log all incoming checks in the cash receipts spreadsheet

Attend meetings as assigned and type up meeting minutes.

Licenses: Gather information/submit packets for new and/or existing licenses.

Maintain filing system and spreadsheet of source documents.

Plan of Correction Letters.

Keeps copy room orderly, include emptying shredder.

Assist in emptying the office trash and maintain orderliness of the reception area.

Open the office in the morning when first to arrive, and close/secure the office at the end of the day when last to leave.

Organize and file all documents received. Maintain a tickler file of those forms that have not been received.

Maintain an adequate supply of copy paper and copy toner. Notify Finance Manager/or Executive Director when supplies are low. Complete monthly usage reports from copier leasing company.

Maintain a list of requested and needed office supplies. Secure purchase approval from the Director, place the order, check received orders for completeness and store received items.

Complete and mail anniversary to employees.

Print and distribute training and award certificates as requested.

Works with HR Clerk on the employee newsletter

Stuff envelopes when needed.

Maintain all agency forms.

Type, distribute and/or mail correspondence for the Executive Director.

Other duties as assigned

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the ability to apply common sense, and to understand and carry out instructions furnished in written, oral or diagram form. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or GED as well as previous experience in an office setting that required contact with the public, filing, typing, accounting and basic computer skills.

CERTIFICATES, LICENSES, REGISTRATIONS

A valid Michigan driver’s license as well as current vehicle insurance is required for some office support positions.

OTHER QUALIFICATIONS

A felony/misdemeanor background search with MILT and IChat is performed. Searches of the Office of Investigator General (OIG), Offender Tracking Information System (OTIS), the Sex Offender Registry and the Nurse Aid Registry are also performed. Results can affect employment status.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee is frequently required to see, talk and hear. The employee is occasionally required to stand, walk and use hands to handle, or feel. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person