Administrative Assistant

Description

JOB SUMMARY

Provides varied front desk and support functions. Answers the phone, greets and screens requests of applicants, clients, and other callers, relays appropriate information and routes persons to proper personnel with continuous awareness of maintaining a positive agency image. Provides assistance and support to families completing registration forms. Reviews and copies required documentation for program acceptance. Is familiar with data entry process and will complete data entry as required by School Director and Assistant Director.

ESSENTIAL JOB FUNCTIONS

The functions outlined in this job description are examples of the general nature of those performed by employees in this position. Any combination of these functions and responsibilities may be performed. The list is descriptive only and should be used for no other purpose. Management retains the right to revise job functions at any time. These functions are not to be construed as exclusive or all-inclusive.

• Ensures the readiness of the reception area for each working day; have all front desk activities fully operational at the start of business hours
• Provides the best customer service practice to parents, children, office staff, volunteers and program partners
• Responsible for answering all incoming calls timely and transferring to appropriate parties; is courteous, polite and helpful to the public and clients at all times with continuous awareness of maintaining a positive agency image
• Greets and assists all office visitors, vendors and clients and maintain a sign in/out log. Ensure that the building is secure and strangers are not allowed entry
• Track parent fees and child care subsidy (EBT reports) and generate invoices and collect tuition for parent fees and co payments
• Prepare bank deposits. Run weekly and monthly reports and distribute as needed
• Schedule all meeting room and space reservations and ensure proper set-up when needed
• Communicates TEI information and relevant policies and program information to clients
• Reports any concerns regarding safety, customer service, client complaints, and noncompliance of TEI policies and procedures to School Director
• Assists with storage area management
• Responsible for disseminating internal communication, mail, messages, faxes, email, memos, etc.
• Orders, maintains and distributes office supplies, medical and first aid materials
• Establishes and maintains administrative documents, office systems, files, and other administrative front desk reports
• Responsible for maintaining the database, duties include but are not limited to data input and retrieval, data tracking, report compilation and data auditing. Track medication log and ensure that children are receiving medication
• Compile Child Plus Content Area and Utilization reports and submit monthly reports to applicable program personnel

SUPERVISORY RELATIONSHIPS
Works under the direct supervision of the Director of Family Services. There are no supervisory responsibilities.

KNOWLEDGE AND SKILLS

Excellent customer service skills. Effective verbal and written communication skills. Computer skills a plus. Knowledge of community services. Requires ability to work with the public, ability to work with parents and young children. Demonstrates the ability to work collaboratively with staff, vendors, and clients Must maintain strict and absolute confidentiality of clients, programs, employees, and other department data and sensitive information. Must maintain professional business attitude and demeanor. Ability to follow simple to complex oral and written instructions with ability to read and interpret information efficiently and effectively. Must be able to accurately audit records and forms for accuracy and compliance with policy, procedure, regulation, and laws. Must be absolutely accurate with information provided to internal and external clients. Must adhere to Tulsa Educare values: Learning, Relationship, Commitment and Data.

EDUCATION AND WORK EXPERIENCE

High School Diploma/G.E.D., 1-2 years of clerical or administrative assistant experience which included the following areas of responsibility: data input/retrieval, report compilation, and auditing information. Basic intermediate MS Office skills, advanced database software skills, advanced organizational skills, efficiency skills and excellent attention to detail. Position preferences: knowledge of DHS regulations, HHS performance standards, bilingual (Spanish/English).

OTHER

Primarily an office position with some local travel (exposure to normal traffic hazards). Will be working in filing cabinets which require bending, stooping, lifting, pushing and pulling throughout the day. Ability to lift and carry up to 25 pounds. Regular and reliable attendance required.

KNOWLEDGE AND SKILLS

Excellent customer service skills. Effective verbal and written communication skills. Computer skills a plus. Knowledge of community services. Requires ability to work with the public, ability to work with parents and young children. Demonstrates the ability to work collaboratively with staff, vendors, and clients Must maintain strict and absolute confidentiality of clients, programs, employees, and other department data and sensitive information. Must maintain professional business attitude and demeanor. Ability to follow simple to complex oral and written instructions with ability to read and interpret information efficiently and effectively. Must be able to accurately audit records and forms for accuracy and compliance with policy, procedure, regulation, and laws. Must be absolutely accurate with information provided to internal and external clients. Must adhere to TEIs ISMART shared values: I-Integrity, S-Shared Purpose, M-Mutual Respect, A-Accountability, R-Reflective Practice, and T-Teamwork.

EDUCATION AND WORK EXPERIENCE

High School Diploma/G.E.D., 1-2 years of clerical or administrative assistant experience which included the following areas of responsibility: data input/retrieval, report compilation, and auditing information. Basic intermediate MS Office skills, advanced database software skills, advanced organizational skills, efficiency skills and excellent attention to detail. Position preferences: knowledge of DHS regulations, HHS performance standards, bilingual (Spanish/English).

OTHER

Primarily an office position with some local travel (exposure to normal traffic hazards). Will be working in filing cabinets which require bending, stooping, lifting, pushing and pulling throughout the day. Ability to lift and carry up to 25 pounds. Regular and reliable attendance required.