What are the responsibilities and job description for the Administrative Assistant position at Port Group Homes?
Primarily at Port's Boys' Group Home
Provides administrative assistant services for various staff members, performs general office and receptionist duties for the group home.
Minimum Qualifications:
Must have:
- Successful secretarial experience in a position which demanded a full range of secretarial skills and strong interpersonal skills;
- General knowledge of office management practices and procedures;
- Must be computer proficient in word processing, databases, software, and spreadsheet programs;
- Ability to operate standard office equipment, including but not limited to computer, printer, copy machine, etc.
- Ability to handle confrontation in a professional manner;
- High school diploma or equivalency;
- Valid driver’s license and current minimum automobile insurance required by law; and
- Must be at least 21 years of age.
In addition to the above, direct experience in working with juveniles and/or working in a juvenile group home setting is highly desirable.
Required Knowledge, Skills and Abilities
- CPR and First Aid certification (provided by Port)
- Ability to prioritize work effectively in a stressful environment with continually changing priorities.
- Exercise independent judgement and initiative and carry out job functions with or without direct supervision or instruction.
- Work effectively under time constraints to meet deadlines and manage a number of different tasks concurrently;
- Work with accuracy and attention to details;
- Maintain privacy of confidential records, correspondence and/or files;
- Communicate effectively in writing, orally, and with others to understand and convey information, in a manner consistent with job functions.
- Maintain acceptable attendance standards.
- Knowledge of purpose and program, as well as other Port Group Homes services.
- Knowledge of child and adolescent development.
- Following emergency procedures as outlined in the standard operating procedures (SOP).
- Participating in Non-violent physical crisis intervention in accordance with the Crisis Prevention Institute and Port’s SOP.
Essential Physical Abilities
- Sufficient clarity of speech and hearing with or without reasonable accommodation, which permits the employee to communicate well with youth and others;
- Sufficient vision, with or without reasonable accommodation, which permits the employee to review a wide variety of written reports and other materials both hardcopy and electronic form;
- Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a computer keyboard and transport case files, supplies and other items;
- Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to move from one area of the facility to another.
- Constant hand, fingers, and arm use;
- To occasionally function in activities involving walking, bending, squatting, reaching;
- Ability to lift and/or move up to 50 pounds
- Ability to sit for extended periods of time while working; and
- Ability to stand for extended periods of time while working.
Principle Responsibilities
Communications
- Receive calls, direct phone inquiries to appropriate staff, assist youth.
- Interacts effectively in person and by telephone with clients, parents, referral agencies and staff.
- Serves as a role model in appearance and behavior. Dress and appearance is consistently neat, appropriate and professional.
- Is able to communicate in person and on the phone clearly and effectively, displaying a consistently positive and respectful attitude.
- Coordinate office activities and schedules.
Data Entry
- Handles various data entry responsibilities.
- Maintains client intake, discharge and run reports for Port youth.
- Is responsible for completing accurate daily population/census reports.
- Types incident reports accurately and efficiently according to the predetermined time line.
- Composes and/or types letters, memoranda, reports, etc.
- All internal and external letters, memos and correspondence are neat, legible, accurate and professional in content and appearance.
- Is responsible for sending out placement agreements and required intake documents to appropriate agencies.
- Is responsible for overseeing file audits.
Filing
- Maintains filing system of correspondence, client information, etc.
- All filing is neat, accurate, timely and easy to follow.
Inventory
- Maintains printer and copy machine supplies, and general office supplies.
- Maintains current inventory of various forms needed for files, referrals, etc.
Organizational Responsibilities
- Responsible for safely operating personal/company owned vehicles during the transport of residents and any business related travel as assigned by your Supervisor.
- Maintain awareness of the work environment and perform duties in a safe and responsible manner.
- Maintain tact, diplomacy and professionalism at all times.
- Complete required paperwork in an accurate and timely manner.
- Participate as a positive member of the Port Group Homes organization.
- Participate in relevant in-service training as needed or required.
- Attend all meetings as are necessary to fulfill job responsibilities.
- Develop a plan for personal and professional growth, as needed.
- Carry out other responsibilities as assigned by your Supervisor to further the mission of Port Group Homes.
Minimum Expectations
- Complete required paperwork as required by Port policy and licensing requirements.
- Schedule appointments according to needs, Port policy and licensing requirements.
- Complete filing timely and with accuracy.
- Perform related duties and responsibilities as assigned.
Performs other duties as required.
Job Type: Full-time
Pay: $20.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Application Question(s):
- Are you at least 21 years old?
Education:
- High school or equivalent (Required)
Experience:
- Secretarial: 2 years (Preferred)
License/Certification:
- Driver's License (Required)
Work Location: In person
Salary : $20 - $24