Executive Administrative Assistant

New Hope Living Inc. was established in 2001. We have developed homes in Brooklyn Park and Hopkins, Minnesota. We specialize in providing professional services for adults with various disabilities. Under the 245D licensing, we provide community residential services for adults of various ages. We have learned through our experience with various populations the unique challenges that our staff will face, and how to overcome them. The services and programs designed for each individual are tailored to his or her unique needs in terms of goals, outcomes, interests, strengths, preferences, and interests. Achieving significant gains in socialization and adaptive skills with individuals with disabilities will require well-trained staff who can implement programs with consistency

Job Description: Administrative

Job title: Administrative Assistant

Accountable To: Chief Executive Officer

Job Status: NonExempt

JOB SUMMARY:
Under supervision, the Administrative Assistant performs office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects to facilitate the efficient operation of the organization. The role of this position is defined and impacted by the mutual working relationship established with the Chief Executive Officer and other administrative staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Every effort has been made to make this job description as complete as possible, however in no way is it stated or implied that these are the only duties you are required to perform; other related duties necessary to meet the needs of the organization may be assigned to you.

RECEPTION
1. Provides administrative/secretarial support for Chief Executive Officer, Program Directors &

Managers, and Supervisors (e.g. answering telephones, assisting visitors, and resolving a range of administrative problems and inquiries).

2. Anticipates and responds to the needs and demands of customers (both internal and external).
3. Interact with customers in a positive and helpful manner.
4. Facilitates the prevention and/or resolution of conflict while preserving working relationships.

EXECUTIVE DIRECTOR ADMINISTRATION SUPPORT
5. Provides administrative/secretarial support for administrative staff (such as assisting in managing calendars, preparing materials for meetings, setting-up appointments, travel arrangements, etc.).

6. Manages access to administrative staff by screening calls and visitors to determine the appropriate course of action.

7. Serves as a liaison, with delegated authority, between Executive Director and subordinate staff by relaying instructions and information and following commitments through to completion.

8. Interacts and communicates with a strong degree of judgment and discretion.

OFFICE ADMINISTRATION
9. Coordinates with support staff for operational support activities of the organization; serve as a liaison between managers, supervisors, and staff members in the resolution of day-to-day administrative and operational problems.

10. Monitors and reconciles departmental or program budgets and tracks travel and office expenditures.

11. Operates desktop computer to compose and edit correspondence and memoranda from verbal direction and from knowledge of organizational policies; prepare, transcribe, compose, type, edit and distribute agendas and minutes of All Staff Meetings.

12. Creates and maintain office documents (such as, forms, invoices, reports, data sheets, etc.).

13. Maintains the inflow and outflow of goods (food, paper, pens, pencils, notepads etc.), arrange for repair and maintenance of office equipment, receive, store and maintain inventory of office and residence supplies and equipment, and send, receive and sort mail and other packages.

14. Makes and takes responsibility for, and demonstrate commitment to, appropriate decisions in a timely manner. Ensure that decisions are made based on policies, rules and organizational directives and solve emerging problems.

15. Establishes and maintains harmonious professional relations by demonstrating respect for and sensitivity to others.

16. Performs other duties and responsibilities as required.

PROJECT MANAGEMENT
17. Ability to plan, organize, and manage resources to bring about the successful completion of a specific project including but not limited to staff meetings, onboarding of new resident material/program books

18. Shares information, knowledge and personal strengths. Seek to understand and build on different perspectives of others to enhance team efficiency and quality outcomes.

19. Maintains confidentiality in all aspects on the organization.
20. Produces clear, concise, logical and grammatically correct written material in English.

HUMAN RESOURCES
21. Supports Program Director processes by screening potential staff, administering tests, scheduling appointments/orientation/interviews, assisting in conducting orientation, collecting records and information for staff

22. Substantiates applications’ skills by administering and scoring assessment tests.
23. Ensures payroll is processed
24. Assists in welcoming new employees to the organization by participating in conducting orientation.

FINANCE MANAGEMENT
25. Ensures the organization is compliant with insurance and other policies including however not limited to workers’ compensation, department of labor and revenue

26. Coordinates the prudent spending and documentation of assigned financial resources within the limits set by the company.

27. Maintains and monitors the prudent and safe disbursement and documentation of individual’s funds as assigned responsibility.

SKILLS AND KNOWLEDGE:
MINIMUM:

 Prefer at least a High School Diploma or equivalent (G.E.D.).
 Must have 2 to 3 years of progressively responsible office, customer service, problem-solving, and administrative experience or equivalent in a comparable environment.
 Qualified status under Minnesota Rule 11 must be maintained (Criminal background studies of individuals affiliated with programs licensed by DHS).

 Must have the ability to work independently in a multi-tasking customer service setting.
 Must type 60 w.p.m. with accuracy and be able to transcribe from hand-written notes or verbal instructions.
 Ability to proofread the work of self and others with a high degree of accuracy.
 Good decision-making, problem-solving, and judgment skills.
 Must be computer literate including basic skills in the use of Word, Excel and Outlook.
 Effective communication skills (written and oral).
 Ability to read, write and speak English at a level that meets the performance requirements; or must be able to communicate in the language spoken by the individual served at a level that meets the performance requirements; whichever is deemed more important by the company.
 Ability to work independently with minimal instruction and make independent decisions when circumstances warrant such action.
 Ability to maintain good employee relations and morale.
 Willingness to take initiative and adapt to circumstances.
 Ability to follow daily routines while allowing for flexibility and planning creative alternatives.
 Ability to implement any therapeutic interventions as required.
 Ability to work in a variety of settings and with a variety of level of personal care needs without direct supervision.
 Ability to effectively use a computer and software, calculator, household appliances, smoke alarms, etc. with training.
 Ability to accept and incorporate new methods into existing practices.

WORKING CONDITIONS:

• subject to frequent interruptions imposed deadlines and frequent problem-solving activities.
• May be subject to hostile and emotionally upset individuals served, staff, family members, visitors, and personnel from other agencies.
• May be exposed to a variety of conditions, infectious diseases, odors, dust, etc. throughout the working hours.
• Works in a variety of settings inside and outside the program site and throughout the community.
• Work locations may vary according to the needs of the company and staffing requirements.

May be assigned to work sites throughout the various counties contracted for services with the company, including reassignment to a different shift when the scheduled shift has been cancelled. * May be exposed to animals, including but not limited to dogs, cats, pet rodents, birds or pet reptiles.

• Is subject to a dress code of business casual dress during working hours.
• Has regular contact with staff and the general public.PHYSICAL DEMANDS
• Sits, stands, walks, bends and moves intermittently during working hours.
• Lifting/transferring requirements vary based on assigned caseload.
• Ability to master the use of all therapeutic interventions, necessary to meet the needs of assigned individual with disabilities.
• Must possess sight/hearing senses or use prosthetic services that will enable these senses to function adequately.
• Ability to move intermittently throughout the workday.

_LICENSES _
_ _  Valid MN Drivers’ License (this is a condition of employment) including personal vehicle insurance coverage.

_Use of Tools and Equipment: _
_ _  Office equipment, such as; computer, keyboard, adding machine, paper cutter, fax, copier, telephone and postage meter.

_Language Skills: _
_ _  Ability to read, write, and comprehend English effectively.

_Mathematical Skills: _
_ _  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

_Reasoning Ability: _
_ _  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
 Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

• 8 hour shift
• Day shift

Ability to commute/relocate:

• Brooklyn Park, MN: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Excel: 1 year (Preferred)

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person

Job Type: Full-time

Pay: $19.00 - $23.00 per hour

Expected hours: 40 per week

Job Types: Full-time, Part-time

Pay: $19.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Ability to Commute:

• Brooklyn Park, MN 55445 (Preferred)

Ability to Relocate:

• Brooklyn Park, MN 55445: Relocate before starting work (Required)

Work Location: In person

Salary : $19 - $23