Administrative Assistant- Respite

JOB SUMMARY: Provides administrative and clerical support to the Caregiver Support Services teams.  Monitors data integrity, assists in maintaining program reports on participants. Participates in organization’s continuous quality improvement efforts.

ESSENTIAL FUNCTIONS:

1.    Provide administrative support for the Respite Program Manager and Clinical Program Manager, as needed.

2.    Assist in welcoming new CSS clients/caregiver’s via phone or email, gathering basic information and assessing their needs. 

3.    Assign and code ADT door access badges.

4.    Routinely place purchase order of office supplies.

5.    Keep track of EFR’s and payments.

6.    Manage Respite Provider’s weekly calendars.

7.    Keep track of Respite referral worksheet.

8.    Notarize Family Select paperwork for background screening.

9.    Backup Background Screener for fingerprinting and background checks.

10.  Attend 2-4 outreach events yearly.

11.  Order educational/PBIS supplies for Respite Providers.

12.  Enrolls and discharges families in the Electronic Health Record.

13.  Prepare letters and correspondence. 

14.  Put together Welcome Totes and letters for all new families.

15.  Keeps supply of welcome totes, baskets and forms stocked for staff use.

16.  Orders business cards for existing and new team members.

17.  Assists with ordering items for families.

18.  Handle payments for all Goods and Services requests and keep track of all expenses in quarterly binders.

19.  Assists with ordering office supplies, program supplies and promotional items for the program. 

20.  Make sure the office remains organized and clean.

21.  Performs other duties as assigned***

Works within the philosophy and guidelines of the Children’s Home Network.

***THESE ESSENTIAL JOB FUNCTIONS ARE NOT TO BE CONSTRUED AS A COMPLETE STATEMENT OF ALL DUTIES PERFORMED.  EMPLOYEES WILL BE REQUIRED TO PERFORM OTHER JOB RELATED MARGINAL DUTIES AS REQUIRED***

MINIMUM QUALIFICATION REQUIREMENTS:

Education & Experience: 

·         High school diploma or GED and three (3) years secretarial or administrative experience in a professional office setting. Associate’s degree in business administration preferred.  

Licenses & Certifications:

·         Must possess and maintain a valid Florida driver’s license with no record of criminal driving offense of license suspension.  

·         Must possess means of providing job related transportation and show proof of required insurance.  Must be insurable under CHI’s current auto insurance policy.

·         Must be able to work flexible hours, including evenings and weekends.  

·         Must successfully complete and maintain FDLE clearance, Federal background and state criminal background check and sexual predator screening.

COMPETENCIES & PROFESSIONAL DEVELOPMENT:

Knowledge, Skills, Abilities & Competencies:

·         Knowledge of word-processing, spreadsheet, and related basic computer software, including MS Word, MS Excel, PowerPoint, Outlook, and program specific software.

·         Knowledge of effective office procedures and practices. Possess effective organizational skills.

·         Ability to communicate effectively, orally and in writing. 

·         Ability to establish effective working relationships with clients, co-workers, supervisors and other individuals.  Possess effective interpersonal skills.

·         Knowledge of agency's organizational structure, standard operating procedures, and policies. 

Annual Training Requirements: 

·         Complete annual training requirements for Administrative personnel.

Essential Physical Skills:

·         Visual: ability to safely operate a motor vehicle, read printed materials, and make observations of physical facilities.

·         Hearing: ability to understand and comprehend spoken dialogue in individual and group settings.

·         Ability to speak clearly and effectively.

·         Reasonable accommodation will be made for otherwise qualified individuals with a disability.

·         Ability to use a personal computer and related office equipment. Ability to use hands and fingers for typing. Ability to communicate verbally. Good hearing (with or without hearing device).  

Environmental Conditions:

·         Works within an office environment, home office, family’s home, or within the community.

·         High level of emotional discussions, requiring self-awareness and understanding of professional boundaries.