What are the responsibilities and job description for the Administrative Assistant - Day Program position at The Arc of Alachua County?
JOB SUMMARY
This Administrative Assistant position supports all Program areas providing analysis, documentation, and reports. This position performs administrative duties and clerical support under the supervision of the Director of Programs, making routine choices and decisions within established guidelines. The position is required to promote and demonstrate the values, vision and mission of The Arc ensuring the respect, dignity, safety and well-being of clients at all times.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Follow policies, procedures and rules of the organization.
Demonstrate ability to work with others in a team dynamic atmosphere.
Promote and participate in open and effective communication.
Encourage and offer direction as a role model.
Demonstrate attentiveness to details with consistency.
Maintain confidentiality of those we serve.
Ensure accurate and timely entry of Program data and notes.
Review, sort, file, update and ensure accuracy of Program documents.
Provide direct-care services as needed.
Assist with client file reviews.
Assist with Program initiatives and Strategic Plan.
Assist Residential Managers with administrative tasks in managing their homes.
Assist in coordinating staffing coverage for Programs.
Complete Incident Reports and submit to APD.
Complete Residential annual license packet and submit to APD.
Maintain and update staff pattern for Residential and Day programs.
Maintain and update fleet information.
Assist with ensuring compliance with all outside auditing firms standards.
Assist with ensuring completion of accurate and timely billing documentation.
Assist with ensuring Program staffs completion of required trainings and re-certifications.
Assist in coordination of Program meetings and events.
Assist in communication of Program policies and procedures.
Assist with food truck grocery orders and pick up.
Work closely with Director of Programs to ensure smooth day-to-day operations of Programs.
Assist Residential Director(s) and Director of Programs with projects as needed.
Other duties as assigned by Supervisor.
EDUCATION AND EXPERIENCE REQUIREMENTS
Associates Degree.
Three years experience in administration and/or management.
Two additional years of related experience may substitute for college degree.
Must pass Level II Background Screening and Pre-Employment Drug Screening.
KNOWLEDGE, SKILLS, ABILITIES & WORK HABIT REQUIREMENTS
Knowledge of proper office practices, procedures and equipment.
Skill in dealing tactfully and courteously with clients, parents/guardians, and co-workers.
Ability to understand and follow oral and written instructions.
Knowledge and proven experience with proper business English, spelling, and arithmetic.
Excellent verbal and written communication skills.
Strong interpersonal and organizational skills.
Ability to manage time effectively and prioritize.
Ability to work independently and in team settings.
Ability to promote the dignity and respect of those we serve.
Basic knowledge of Microsoft Office software.
Ability to operate basic office equipment such as copy machine, facsimile equipment, and computer.
Ability to maintain positive interactions with clients, parents, guardians, co-workers, supervisors and people in the community.
PHYSICAL DEMANDS
The physical demands and work environment 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.
Work involves standing, sitting, walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls and reach with hands and arms.
The employee may be required to push, pull, lift, and/or carry up to 20 pounds; drive a motor vehicle; bend, squat, or kneel.
The noise level in the work environment is usually moderate.