What are the responsibilities and job description for the Administrative Assistant - Receptionist position at Childrens Network Of Southwest Florida Llc?
Job Title
Administrative Assistant – Receptionist
State
Florida
Program
CHILDREN'S NETWORK OF SW FLORIDA, LLC
Reports to
Human Resource Manager
FLSA Status
Non-Exempt (Hourly)
Job Description
Statement
This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.
Mission Statement
The Children’s Network of Southwest Florida is committed to working with the community to protect children and preserve families.
General Purpose of Job
Tend to visitors and clients by directing or transferring them to the appropriate person or office, handling inquiries on the telephone and face-to-face. Provide information regarding the organization to the public, clients, and customers.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Reception
- Answer, screen, and route incoming telephone calls in a professional and timely manner for Children’s Network and affiliated agencies
- Greet and direct visitors away from heavy traffic area, in a professional and timely manner.
- Prepare and maintain monthly coverage calendars to ensure front desk coverage.
- Always ensure coverage of front desk (during business hours), and particularly when scheduling personal vacation/time off.
- Maintain up-to-date agency phone directories (Agency-Wide: Children’s Network of SWFL, Case Management Organizations (CMO’s), the Department of Children & Families (DCF), etc. and distribute.
- Read and route incoming mail; prepare outgoing mail or correspondence, including e-mail, faxes; prepare Fed Ex packages and labels and coordinates pick up and/or drop-off.
- Read and route incoming mail; prepare outgoing mail or correspondence, including e-mail, faxes; prepare and receive Fed Ex packages and labels and coordinates pick up and/or drop-off.
Other
- Always maintain confidentiality and HIPAA requirements
- Other duties may be assigned as special projects may be requested.
Working Hours
CNSWFL’s work week is Monday through Friday, 40 hours per week. Your manager will advise you of your work hours; however, business office hours are 8:00 am to 5:00 pm.
Training
All employees must complete fifteen (15) hours of on-line or classroom Training on an annual basis. If the employee is a Certified Child Welfare Professional, Training hours must total twenty (20) annually.
Supervisory Responsibilities
- This position does not have supervisory responsibilities.
EDUCATION and/or EXPERIENCE
High school diploma or equivalent (G.E.D) required A.A. degree preferred; minimum of three (3) years previous administrative or secretarial office experience.
OTHER QUALIFICATIONS/Skills and abilities
- Strong organizational, problem solving, and decision-making skills.
- Ability to think critically, work independently, establish, and maintain positive working relationships.
- Abide by the highest standards of confidentiality.
SKILLS AND ABILITIES
Exceptional customer services skills; able to operate standard and advanced office equipment, including fax machine, multi-line telephone system, calculator, computer, scanner, printer, copier, and mail machine. Must be competent with Microsoft Office Programs including Word, Excel, Power Point and Outlook. Competent with basic e-mail protocol and procedures including sending, receiving, replying, attachments, and meeting scheduling. Possess excellent written and oral communication skills; effective listening skills; ability to work as a team member, and the ability to work in a multi-cultural environment. Have attention to detail and be able to work independently with the ability to be proactive, prioritize work and hand multiple assignments simultaneously.
pre-employment requirements
Certificates, License, Registrations, backgrounds, drug screens, Etc.
- Valid driver’s license, with a clean driver’s license check, and proof of insurance
- No special certification or registration is required for this position.
- Criminal background screening (Local Law Enforcement, FBI/FDLE, and Abuse Registry)
- Drug Screen
- Children’s Network participates in E-Verify
Other Requirements
LANGUAGE SKILLS
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to create reports, business correspondence and
procedure manuals. Ability to effectively respond to questions from groups of managers, clients, customers, and the general public. Ability to speak effectively before groups of customers or employees.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, percentages, draw and interpret bar graphs.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions in written, oral, or diagram form. Be proactive and handle problems involving several concrete variables in standardized situations.
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.
This job requires the ability to sit for extended periods; walk; stand; use hands to finger, handle or feel; reach with hands and arms; stoop, kneel or crouch; talk and hear. This job requires visual acuity sufficient to read and to operate standard modern office machines. The employee must occasionally lift and/or move up to 25 pounds.
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.
This is administrative work in an indoor office environment with a moderate noise level (business machines, printers, computers, telephones).
ADA: Children’s Network of Southwest Florida, LLC will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
EEO: Children’s Network of Southwest Florida, LLC does not discriminate based on race, national origin, gender, religion, veteran status, or disability in employment, in provision of services, or in access to programs.
Children’s Network of Southwest Florida, LLC is a Drug-Free Workplace.
All personnel must demonstrate the following capacities:
- A commitment to empowering others to solve their own problems.
- Valuing a nurturing family as the ideal environment for a person
- A conviction about the capacity of people to grow and change.
- Ability to establish a respectful relationship with persons served to help them gain skills and confidence.
- The ability to work collaboratively with other personnel and/or service providers or professionals.
- The capacity to maintain a helping role and to intervene appropriately to meet service goals.
- The ability to set appropriate limits.
- Safety and permanency of children
I certify that the statements above to the best of my knowledge accurately describe the duties performed and agree that I am qualified in education and skill to meet the requirements of the position. If the employee does not agree, indicate here:
Supervisor:
Date:
Employee:
Date:
Reviewing Authority:
Date:
Do Not Agree:
High school diploma or equivalent (G.E.D) required A.A. degree preferred; minimum of three (3) years previous administrative or secretarial office experience.
