Administrative Assistant - Monday - Friday 8Am-4Pm

JOB DESCRIPTION

Administrative Assistant

GENERAL STATEMENT:

While this position specifies responsibilities, requirements and duties in certain operational areas, this person is an employee of Independent Living Services, Inc. and will be expected to respond to such requests not specifically contained herein. This person must maintain the attitude that he/she works for the whole organization, and as such, exhibits proper cooperation, enthusiasm and interest in all areas deemed necessary for the continuing success of the ILS programs. Knowledge of all policies and procedures of ILS and related corporations of Creative Living, Inc. and Sheltered Living Services, Inc. is required. Knowledge of agency services and support system is required.

JOB SUMMARY:

The Administrative Assistant works under the direct supervision of the Financial Manager. This position performs general office duties. They act as office receptionist by greeting and directing visitors, screening calls, and providing general information and assistance. Position will involve computer use of various programs, i.e., Windows/WordPerfect/Quattro Pro/Excel/Microsoft Word. They will perform related responsibilities as required or assigned. This position requires familiarity with ILS Policies and Procedures, both business and program related. This person needs a general knowledge of services to people with developmental disabilities and knowledge of DDS policies.

JOB DUTIES AND RESPONSIBILITIES:

General duties and guiding principles:

• Know and respect the values of the people and facilitate their expression of choices related to those values.

• Encourage growth and recognize the autonomy of the individuals receiving services while also being attentive reducing their risk of harm.

• Develop relationships with the individuals that are respectful, based on mutual trust, and that maintains professional boundaries.

• Help individuals understand and express their rights and responsibilities.

• Recognize that each individual has potential for lifelong learning and growth.

• Be conscious of my own values and how they influence my professional decisions.

• Maintain competency in my profession through continued learning and attending and being an active participant in staff meetings and trainings.

• Assume responsibility and accountability for my actions and decisions.

• Recognize the importance of modeling valued behaviors to co-workers, individuals receiving services, and the community at large.

• Practice responsible work habits.

• Being on time for work

• Completing all necessary documentation to assure compliance with all state and federal regulations.

• Maintaining strict confidentiality for all consumer information, and facility operations

The Administrative Assistant will perform general office duties:

• Perform General Office Duties.

• Receptionist: answers telephone and handles "walk-in" traffic as needed

• Picks up mail and distributes to boxes by 11:00 a.m. when necessary; records checks in check log; post mail at end of the day and delivers to the post office every day

• Files/reports/assists in organizing all paperwork/documentation

• Typing/composing memorandums/copying materials as needed

• Reconciles consumers checkbooks

• Maintains forms files and revises as needed

• Assists with payroll as delegated by the Financial Director

• Inventories and orders supplies

• Maintains Keys for autos, facilities and consumer's apartments

• Maintains vehicle and transportation logs

• Contacts repairman to service office equipment

• Assists the Executive Director and Program Directors as needed

• Other duties as needed by Financial Director

JOB DESCRIPTION ADMINISTRATIVE ASSISTANT

PAGE TWO (2)

• Assists the Executive Director with Board of Directors Meetings and Business

• Assists in the preparation of materials for board meetings and other meetings of importance

• Assists with scheduling meetings

• Publishes meeting notice in Log Cabin Democrat

• Prepares mail outs for directors and officers

• Informs Board members of all scheduled board and committee meetings utilizing both written and verbal means

• Other Duties

• Conduct and document drills as required

• Assists with electronically reporting incident reports

• Attend in-service training and/or retraining requirements as scheduled

• Assists in developing and maintaining an effective public image, acting as a representative of the agency to make people aware of the services and general community good will

• Maintains confidential information at all times

This job description is not intended to be all-inclusive, and employee will also perform other reasonable related job duties as assigned.

This organization reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment.

Independent Living Services is an equal opportunity employer and does not discriminate on the basis of race, color, age, orientation, religion, disability, ethnicity, origin, marital status, or veteran status.

QUALIFICATIONS:

The formal education equivalent of a high school diploma; plus one year specialized training in the secretarial/business field; plus two years experience in a related position; have basic knowledge of general office skills and equipment i.e. typing, computer, filing, calculator, copy & fax machine, postage meter, etc.; This person must be able to operate a vehicle; have a good driving record, communicate clearly with people through good verbal and writing skills; and be able to do occasional lifting up to 20 pounds.

BENEFITS:

(See Employee Handbook - Section 201 and 201-A. Benefits eligibility depends on category classification and hours worked.)

Employee Signature Date

Supervisor Signature Date

REV 03/2009