DD Administrative Assistant

DESCRIPTION

SUMMARY:

Under the general supervision of the Children Services Director, the Administrative Assistant provides administrative assistance to the Children Services team at the Harold Lewis Center. The Administrative Assistant is responsible for the interface between external entities and the staff of the county board for both vocal and personal contact. At all times, the Administrative Assistant must strive to meet the UCBDD published Mission Statement and exemplify the UCBDD defined Core Values.

QUALIFICATIONS

QUALIFICATIONS:

Education/Experience –

• High School diploma or equivalent.
• Minimum of 1 year of experience performing administration functions.

Other –

• Must have reliable transportation.
• Must maintain a valid State of Ohio Driver’s License if operating a personal vehicle for official agency business.
• Proficient in Microsoft Word, Excel, OneDrive and Outlook
• Strong decision-making and critical-thinking skills
• Demonstrate a high level of integrity and discretion
• Ability to handle highly confidential information with discretion

ESSENTIAL FUNCTIONS

PRINCIPAL ACCOUNTABILITIES:

Evaluation of this position is based primarily on performance of the following essential functions, which include, but are not limited to:

• Operation of the UCBDD telephone and intercom system.

• Promptly and courteously greet and direct visitors to the UCBDD facilities.

• Secretarial duties as required
  • Take and distribute staff meeting minutes as necessary.
  • Manage forms and letters as required by the Children Services management team.
  • Management of incoming and outgoing mail and packages.
  • File of documentation as required by the Childrens Services management team.

• Responsible for completing annual inventory.

• Maintain attendance records for preschool students.

• Maintain the school/office supplies and equipment (including purchase orders and maintenance agreements for equipment).

• Provide admirative support to staff as needed.

• Other duties as assigned.

SUCCESS FACTORS:

To successfully perform this job, the following training, knowledge, skills and abilities are required.

Required Training: All UCBDD employees shall be required to complete all general mandatory training. These may include, but are not limited to:

• Blood-borne pathogens, emergency communications, hazardous communications, slips/trips/falls, personal protective equipment, sexual harassment, drug free work place, violence in the workplace, MUI and fire prevention.
• Must obtain and maintain Board approved behavior support and crisis intervention training.

Knowledge:

• Proficient with computers and applicable software, ability to use general office equipment.
• Working knowledge and understanding of behavior support, individualized service plans, medical, psychosocial, orthopedic and psychiatric aspect of disability.
• Working knowledge of client rights, federal, state, UCBDD programs and HIPAA. Knowledge of applicable statutes, regulatory standards and reporting authorities.

Language/Mathematical Skills:

• Ability to communicate effectively, both orally and in writing.
• Ability to perform basic math skills.

Reasoning Ability:

• Must be skilled in group facilitation, conflict resolution, crisis intervention and working through complex problem situations.

Other:

• Must possess a positive customer service attitude and image to all stakeholder groups. Must be able to work collaboratively and effectively with other agencies, professionals, staff, families and the public.
• Good leadership and organizational skills.
• Ability to keep accurate records.
• Must be able to tolerate the high demands of the position. The employee ma be exposed to adverse weather conditions while driving and may be exposed to blood-borne pathogens, communicable diseases, potentially infectious materials and/or aggressive behavior.

GENERAL EXPECTATIONS:

Maintaining confidentiality is required. The employee is to report suspected or actual abuse/neglect, to follow the chain of command and to work effectively and cooperatively with others inside/outside the agency. Regular and predictable attendance is expected.

Preserving a valid certification, licensure or registration is expected for those positions that require such in order to continue employment. It is essential for the employee to maintain all training and inservices required by the position.

The UCBDD promotes a non-hostile and non-discriminating work environment. Employees must adhere to respectful conduct and language at all times. The Board expects all employees to follow policies/procedures of the department and Agency rules and regulations.