Administrative Support Specialist III

Description

We are committed to supporting at risk children and families by providing them with tools and resources to help prevent children from experiencing child abuse, neglect and abandonment. We are a Christian agency that believes in living our mission: “to provide Christ-centered care and support to children and families in need.”

In response to this community-wide challenge, Presbyterian Children’s Homes and Services (PCHAS), provides 14 programs and services in 28 locations in Texas, Missouri and Louisiana. In all of our programs, we seek to provide children with permanent homes and adults with increased self-sufficiency. This is accomplished by the agency’s commitment to “The PCHAS Way” which inspires the agency to be strength-focused, family-centered, and goal driven with every client.

Benefits of serving children and families in need through PCHAS include competitive salaries, flex work schedules, paid time off, medical, dental and vision insurance options, voluntary life insurance options, paid holidays, and a very generous retirement plan (after one year of service and working 1,000 hours the agency matches an employee’s contribution).

Status: Non-exempt

Working Conditions: Works a structured, regular work week as directed in an office setting. Must be proficient with the use of all office equipment and technology. Must be proficient with all Microsoft software, Outlook, word, excel and PowerPoint. This position will require physical demands such as climbing, standing, stooping, or typing. Must be able to lift up to 50lbs. Must be able to hear and see so that professional communication and the ability to maneuver through the office with ease can be done. Must be able to work extended hours when necessary, or occasional evenings or weekends in order to meet assigned deadlines.

Position Summary: The position will coordinate training events, office functions and address facility and office supply needs for the St. Louis office. Must have the ability to work independently on assigned duties and be deadline focused. 

Essential Job Functions

• Answer telephone in a professional manner and deliver clear, concise messages to appropriate office personnel, including telephone number, name of caller, time, date, message, etc.
• Greet visitors in a friendly and professional manner and help them find their destination while maintaining building security.
• Sort and distribute mail and packages as soon as delivered. Affix postage to outgoing mail and deliver to designated mail box before the end of each work day.
• Schedule use of agency vehicles; keep track of mileage. Maintain records of oil change service and other vehicle maintenance needs.
• As requested, accurately type correspondence, memos, reports, agendas and other materials by way of electronic or written draft. Proofread carefully and meet applicable deadlines. Maintain copies of all such materials. 
• Maintain calendar of all conference rooms by scheduling meetings as rooms are requested. 
• Prepare smaller bulk mailings for the Development office. Assist the St. Louis Development Officer with the annual development luncheon and the annual angel tree collection. 
• Be willing to cross-train in the duties of other support personnel to ensure the smooth flow of daily operations.
• Oversees the purchase of the St Louis office supply needs. 
• Responsible for the security, distribution and return of the St. Louis office access fobs and keys.
• Manages closed client files ensuring their security, accessibility, and destruction according to agency Retention schedules and policies. Supports the Director of Risk Management to support record requests.
• Maintains storage area in an organized and orderly fashion.
• Plans and coordinates agency meetings and events that are hosted by the St. Louis office
• Work with employee files and assist the Human Resources Department with various HR tasks. 
• Assist with Board meeting preparation as required when hosted in the St. Louis office. (Evening and Saturday morning work      will be required).

Requirements

Must have a High School diploma with at least 5 years of Administrative Support experience preferred. Must be well organized, self-directed and have the ability to meet deadlines. Exhibit a strong proficiency in the use of Microsoft Office software. Excellent, interpersonal, team building and decision-making skills. Must be comfortable in a leadership and team-player roles. Professional appearance and demeanor is required.

Other Requirements:

Must hold a valid driver’s license, have and maintain a risk-free driving record. Must be willing to undergo initial and periodic child abuse/neglect, criminal history, sexual offender, and childcare/elder care disqualification list screenings. As requested, must submit fingerprints for review by the state of your employment and Federal Bureau of Investigation (FBI). Must undergo a pre-employment drug screen and a pre-employment physical with the results showing no evidence of communicable disease.

Christian Commitment:

Presbyterian Children’s Homes and Services is a faith-based Christian organization. We provide Christ-centered care and support to children and families in need. We strive to serve like Jesus. We meet our clients where they are and treat them with respect. We focus on our clients’ strengths rather than their problems. And we encourage our clients to focus on their future rather than their past. When we do this well, we help our clients find hope and know the love of God.