What are the responsibilities and job description for the Administrative Assistant position at Youth Consultation Service?
Job Summary: To provide comprehensive administrative and secretarial support to the Early Intervention Service Coordination Unit, enabling smooth operations and efficient service delivery.
Duties/Responsibilities:
Administrative Support:
- Provide clerical assistance to the Service Coordination Unit, including scheduling meetings, managing calendars, and preparing correspondence.
- Serve as the primary point of contact for incoming calls, emails, and visitors, ensuring professional communication and prompt responses.
- Prepare and distribute meeting agendas, minutes, and follow-up communications. Maintain and organize program files, ensuring confidentiality and accuracy.
- Monitor inventory and order office supplies to support the team’s daily functions. Responsible for utilizing Oracle for all procurement.
Data Management:
- Manage and assign cases within the Statewide Broadcast System for Passaic County Input and update client data in the appropriate databases and systems in compliance with NJ Early Intervention System requirements.
- Generate reports and assist with data analysis to support program operations and audits
- Maintain accurate records of service coordination activities and outcomes.
Communication and Coordination:
- Facilitate communication between families, service providers, and community resources when needed.
- Assist in preparing outreach materials and announcements for families and community stakeholders.
- Required Skills/Abilities:
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and data management systems.
- Strong organizational and time management skills.
- Excellent written and verbal communication abilities.
- Professional demeanor and interpersonal skills to interact effectively with families, staff, and external partners.
- Ability to manage sensitive and confidential information with discretion.
Education and Experience:
- High School Diploma or equivalent required.
- Associate degree or business school training preferred.
- Minimum of 1 year of administrative experience, preferably in a healthcare, social services, or educational setting.
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer.
- Occasional standing, walking, bending, and light lifting.
Working Conditions:
- Standard office environment.
- Limited travel may be required.
Additional Comments:
This job description is a general summary of responsibilities and is subject to change. Employees may be required to perform other tasks as directed by their supervisor.
Youth Consultation Service (YCS) is an Equal Opportunity Employer.
