Administrative Secretary

Children's Home Society of Florida

***HOURLY RATE OF $17.30***

Since opening our doors in 1902, CHS became a part of Florida's history.

CHS has been committed to growing and evolving to provide the right services and solutions to address the needs of children and families throughout the changing times. Every day, our team works with parents and kids to empower them and encourage them. With innovative technology solutions and a dedicated, experienced team throughout the state, we’re changing the face of foster care and positively impacting children and families’ lives for generations to come.

Join our team to continue to do good and create history serving Florida's children and families!

The Administrative Secretary provides efficient, customer-focused, high quality administrative services that support CHS business functions and operations for our Community Solutions Program. The incumbent contributes to the CHS high performance culture by exhibiting our values and providing quality results that position CHS as the leader in delivering proactive behavioral health, case management, community and early childhood solutions for children and families.

To learn more about our Community Solutions Program, click here

WHY JOIN CHS?

• Uplifting mission-driven work culture
• Make an impact in your community and become a part of Florida's history!
• Growth and professional development opportunities
• Great benefits package, including generous paid time off and holidays
• Opportunity to make a positive difference in children and families within your own community!

Primary Job Functions

• Perform administrative activities, including taking calls, typing memos, letters, reports, taking notes, performing clerical accounting and data collection/entry, photocopying, faxing, etc.
• Sort, open and distribute incoming mail; prepare outgoing mail and packages; accept package deliveries.
• Schedule appointments and arrange travel schedules, reservations and other accommodations for team members.
• Set up and/or maintain files, records storage.
• Maintain current phone number or extension listing.
• Order and maintain inventory of office supplies, CHS branded letterhead and other materials, as needed.
• Greet clients and visitors; screen for access and provide badge for entry; maintain daily visitors log, when needed.
• Verify that break rooms, refreshment stations, meeting rooms are returned to original condition at the end of each day.
• Manage petty cash.
• Support invoice approval and coding processes; prepare mileage /travel expense reports for team members.
• Run errands upon request.
• Provide back-up for other administrative team members, when needed.
• Oversee Community Partnership School front desk. Serve as the first point of contact for students, parents, teachers, guests.
• Assist with medical, dental, vision appointment logistics.
• Assist with special projects or events.
• Greet and log mentor hours.
• Oversee market log out process.
• Set up and/or maintain files, records storage.

• Provide coverage for other administrative support team members, as needed.
• Keep up-to-date on various community resources to assist callers, visitors and team members where needed.
• Participate actively in departmental meetings, training and education, as well as the quality and safety processes.
• Comply with CHS’s code of conduct, policies, procedures and other obligations.
• Pick up projects on the fly; perform other duties as assigned from time to time.
• Demonstrate the CHS Common Bond Values in the performance of all job duties.

Job Qualifications

Education, Licenses & Certifications:

• High school diploma or GED equivalent, required.
• Florida Driver’s License within 30 days from hire with daily access to a reliable and insured vehicle, required.

Experience:

• Two years of administrative support experience, or formal training in secretarial or office administration, required.
• Experience working in a social service or non-profit organization, preferred.

Competencies

Knowledge of:

• WORD PROCESSING AND SPREADSHEET APPLICATIONS

Skills and Proficiency in:

• Planning, project management, organization and time management
• Oral and written communication, including presentation and platform
• Collaboration, teamwork, consulting, facilitation, coaching and mentoring
• Computer systems and MS Office, including Word, Excel and Outlook]
• Typing speed of 45-50 wpm

Ability to:

• Speak, read and write English at the high school level, including accurate spelling and grammar.
• Learn and operate office equipment, including copiers, fax machines, and telephone systems.
• Carry out assigned duties to provide CHS with capability to operate its business during a declared disaster/emergency.
• Perform at a high level of autonomy, with general supervision.
• Plan, organize and manage time, handling multiple tasks at once.
• Solve practical problems using sound judgement.
• Communicate clearly and concisely, orally and in writing.
• Develop interpersonal relationships, collaborate and act as part of a team.
• Perform under strong demands in fast-paced, diverse, sometimes ambiguous environment.
• Maintain professional boundaries and handle confidential information appropriately.
• Handle highly stressful and sensitive situations in a professional manner.
• Meet critical deadlines, while maintaining attention to detail, accuracy and quality.
• Commit to providing high customer satisfaction with positive service delivery results.
• Demonstrate the behaviors of the CHS Common Bond Values.
• Be energetic, passionate and adaptable with a deep commitment to social service, empathy for children and families and a positive approach to embracing and managing change.

Together, good can be done.