What are the responsibilities and job description for the Administrative Assistant position at Region Iv Family Outreach Inc?
POSITION SUMMARY:
The Administrative Assistant is responsible for providing a variety of administrative functions to support the office and staff. Duties include administering and coordinating office functions and resources, reception, completing work requests, maintaining supplies, distributing mail, maintaining files and reference libraries, providing local office computer administration, and other duties as assigned. The position reports to the onsite Business Administrator.
ESSENTIAL DUTIES & RESPONSIBILITIES:
1. Hours for this position are Monday through Friday 9:00 AM-4:00 PM.
2. Perform or oversee office reception services. This involves responding to walk-in and phone inquiries, taking messages, or directing visitors and callers to the appropriate person in a professional, courteous, and efficient manner. Ensure phone coverage and open and close the office as necessary, ensuring proper security of offices.
3. Receive referrals from professionals, family members, and others, input into internal system, and distribute to appropriate staff.
4. Learn and maintain knowledge of all programs, staff, and functions.
5. Assist the EIPA/SSPA in Early Intervention program requirements including maintaining the storage of exited client files, 90-day calls, special projects, and as requested. Cover major duties of the EIPA/SSPA in their absence.
6. Administer technical and clerical support functions for the office to support staff in meeting objectives.
7. Complete work requests to support staff. This includes following written and verbal instructions accurately; completing work requests within requested timelines; prioritizing work requests; completing work requests to individual specifications. This includes technical writing, revising and editing documents, communications, coordinating special projects/fundraising, completing Material Supply Requests, internet research, and other duties as required/requested.
8. Assist in program and agency related public relations. Communicate and disseminate program materials with community members. Monitors and updates social media accounts with program related material as requested.
9. Review and process incoming mail/email to ensure timely responses and appropriate routing. This includes stamping and disseminating incoming mail. As well as ensuring the delivery of outgoing mail with postage.
10. Prepare FES/Part C, 0208, ABA, etc., program intake packets and brochures and any program related publication to assist EIPA/SSPA in the Helena FES office, maintaining program handouts, any other forms available to staff.
11. Monitor levels and facilitate ordering office supplies when approved by the supervisor or manager.
12. Complete Material Supply Requisitions as needed, scan to EISM for approval, and maintain records.
13. Administer and coordinate office functions and support services. Dispersing faxes and incoming correspondence.
14. Maintain local office equipment, supply, and postage inventories. Coordinate building, equipment, and car servicing and maintenance as needed.
15. Complete agency or position related training and assist in recording staff training in electronic format.
16. Provide technical assistance to staff related to software and systems.
17. Assist business office functions as time allows and as requested.
KNOWLEDGE, SKILLS, & ABILITIES:
Knowledge of office administration principles and practices
Knowledge of Family Outreach policy and procedures
Business English, grammar, and spelling
Personal computers skills and typical business software applications including word processing, spreadsheets, databases, Internet/email, electronic calendar, and presentation/graphic design applications
Alpha/numeric filing methods and systems
Training and experience with customer service methods and techniques
Skill in the operation of office equipment including a computer, copier and operating a multi-line telephone system
Ability to accomplish copious amounts of work in limited time while being flexible and skilled in multi-tasking.
Requires the ability to work well with people under demanding conditions and at times stressful conditions
Develops and maintains effective working relationships with a variety of people both internal and external to the operation.
Must be highly organized and work independently and with initiative
Identify when to ask for help, and be willing to ask for help when appropriate
Follow procedures while serving company staff and customers in a polite and professional manner.
QUALIFICATION REQUIREMENTS:
High school diploma
Combination of education and experience equivalent to a two-year degree or certificate in Office Administration, or a related field preferred
One year experience including computer, technical writing, office administration, and secretarial experience.
This position requires a valid MT drivers license or the ability to obtain a license within one month of hire, have access to a reliable vehicle, an acceptable driving record (ie: no convictions for DUI or reckless driving.
Candidates must also successfully complete a background check and criminal history review.
Family Outreach may conduct annual reviews of employees driving records and criminal background checks.
All staff are required to report any changes in the status of either of these areas. *Failure to do so could result in disciplinary action up to and including termination of your employment. These incidents are to be reported through your chain of command.
REPORTING REQUIREMENTS:
The position reports to the onsite Support Services Supervisor who is overseen by the Early Intervention Program Manager. Work assignments are received from the supervisor as well as internal and external customers. Assignments are covered by established methods, procedures, and precedent, and the employee is responsible for choosing the appropriate procedure or precedent from several alternatives, for planning and executing work sequences, and for solving routine problems. The supervisor or users of the work product are typically available to aid and may review work upon completion. Work is performed according to Policies and Procedures established by the Family Outreach Board of Directors and the State of Montana.
PERSONNEL MANAGEMENT:
This is a non-supervisory position.
WORK RELATIONSHIPS/PERSONAL CONTACTS:
The position is the primary point of contact for the public and handles walk-in visitors and telephone calls regarding a range of issues. The position also involves contacts with consumers and families to relay information to program staff. The position answers routine and recurring procedural questions and refers service or policy issues to other staff. The position involves contact with agency staff to relay information, coordinate work activities and projects, and resolve office coordination problems.
WORKING CONDITIONS:
Work is performed in a normal office environment. The position involves physical demands associated with working on a computer, communicating over the phone and in person, light lifting and filing, and travel by auto.
The Administrative Assistant is responsible for providing a variety of administrative functions to support the office and staff. Duties include administering and coordinating office functions and resources, reception, completing work requests, maintaining supplies, distributing mail, maintaining files and reference libraries, providing local office computer administration, and other duties as assigned. The position reports to the onsite Business Administrator.
ESSENTIAL DUTIES & RESPONSIBILITIES:
1. Hours for this position are Monday through Friday 9:00 AM-4:00 PM.
2. Perform or oversee office reception services. This involves responding to walk-in and phone inquiries, taking messages, or directing visitors and callers to the appropriate person in a professional, courteous, and efficient manner. Ensure phone coverage and open and close the office as necessary, ensuring proper security of offices.
3. Receive referrals from professionals, family members, and others, input into internal system, and distribute to appropriate staff.
4. Learn and maintain knowledge of all programs, staff, and functions.
5. Assist the EIPA/SSPA in Early Intervention program requirements including maintaining the storage of exited client files, 90-day calls, special projects, and as requested. Cover major duties of the EIPA/SSPA in their absence.
6. Administer technical and clerical support functions for the office to support staff in meeting objectives.
7. Complete work requests to support staff. This includes following written and verbal instructions accurately; completing work requests within requested timelines; prioritizing work requests; completing work requests to individual specifications. This includes technical writing, revising and editing documents, communications, coordinating special projects/fundraising, completing Material Supply Requests, internet research, and other duties as required/requested.
8. Assist in program and agency related public relations. Communicate and disseminate program materials with community members. Monitors and updates social media accounts with program related material as requested.
9. Review and process incoming mail/email to ensure timely responses and appropriate routing. This includes stamping and disseminating incoming mail. As well as ensuring the delivery of outgoing mail with postage.
10. Prepare FES/Part C, 0208, ABA, etc., program intake packets and brochures and any program related publication to assist EIPA/SSPA in the Helena FES office, maintaining program handouts, any other forms available to staff.
11. Monitor levels and facilitate ordering office supplies when approved by the supervisor or manager.
12. Complete Material Supply Requisitions as needed, scan to EISM for approval, and maintain records.
13. Administer and coordinate office functions and support services. Dispersing faxes and incoming correspondence.
14. Maintain local office equipment, supply, and postage inventories. Coordinate building, equipment, and car servicing and maintenance as needed.
15. Complete agency or position related training and assist in recording staff training in electronic format.
16. Provide technical assistance to staff related to software and systems.
17. Assist business office functions as time allows and as requested.
KNOWLEDGE, SKILLS, & ABILITIES:
Knowledge of office administration principles and practices
Knowledge of Family Outreach policy and procedures
Business English, grammar, and spelling
Personal computers skills and typical business software applications including word processing, spreadsheets, databases, Internet/email, electronic calendar, and presentation/graphic design applications
Alpha/numeric filing methods and systems
Training and experience with customer service methods and techniques
Skill in the operation of office equipment including a computer, copier and operating a multi-line telephone system
Ability to accomplish copious amounts of work in limited time while being flexible and skilled in multi-tasking.
Requires the ability to work well with people under demanding conditions and at times stressful conditions
Develops and maintains effective working relationships with a variety of people both internal and external to the operation.
Must be highly organized and work independently and with initiative
Identify when to ask for help, and be willing to ask for help when appropriate
Follow procedures while serving company staff and customers in a polite and professional manner.
QUALIFICATION REQUIREMENTS:
High school diploma
Combination of education and experience equivalent to a two-year degree or certificate in Office Administration, or a related field preferred
One year experience including computer, technical writing, office administration, and secretarial experience.
This position requires a valid MT drivers license or the ability to obtain a license within one month of hire, have access to a reliable vehicle, an acceptable driving record (ie: no convictions for DUI or reckless driving.
Candidates must also successfully complete a background check and criminal history review.
Family Outreach may conduct annual reviews of employees driving records and criminal background checks.
All staff are required to report any changes in the status of either of these areas. *Failure to do so could result in disciplinary action up to and including termination of your employment. These incidents are to be reported through your chain of command.
REPORTING REQUIREMENTS:
The position reports to the onsite Support Services Supervisor who is overseen by the Early Intervention Program Manager. Work assignments are received from the supervisor as well as internal and external customers. Assignments are covered by established methods, procedures, and precedent, and the employee is responsible for choosing the appropriate procedure or precedent from several alternatives, for planning and executing work sequences, and for solving routine problems. The supervisor or users of the work product are typically available to aid and may review work upon completion. Work is performed according to Policies and Procedures established by the Family Outreach Board of Directors and the State of Montana.
PERSONNEL MANAGEMENT:
This is a non-supervisory position.
WORK RELATIONSHIPS/PERSONAL CONTACTS:
The position is the primary point of contact for the public and handles walk-in visitors and telephone calls regarding a range of issues. The position also involves contacts with consumers and families to relay information to program staff. The position answers routine and recurring procedural questions and refers service or policy issues to other staff. The position involves contact with agency staff to relay information, coordinate work activities and projects, and resolve office coordination problems.
WORKING CONDITIONS:
Work is performed in a normal office environment. The position involves physical demands associated with working on a computer, communicating over the phone and in person, light lifting and filing, and travel by auto.
