The Administrative Assistant is responsible for the overall management of administrative, clerical and operational functioning of the program..
Answer and receive all incoming and correspondence in a prompt and friendly manner, directing call to appropriate parties and taking messages.
Under the guidance of the Clinical Director, implement process to maintain all training and personnel records at program.
Maintain all staff meeting minutes
Make attendance check calls to the schools.
Maintain filing systems for entire program, filing all documentation in an efficient, timely manner.
Assist with all photocopying and collating needs at program.
Complete monthly billing
Monitor data base for quality assurance
Assist with monitoring DJJ data base for new referrals
Schedule and notify all program staff of meetings.
Maintain inventory control and purchase of program office supplies.
Monitor, report and maintain facility operations in a safe, clean and functioning manner.
Maintain daily contact with Clinical Director.
Attend all organizational and program trainings as required.
Regular and punctual attendance.
Drive to buy supplies, pick up information from funding source or various errands as assigned.
Transport clients as required
Maintain awareness of staff schedules.
Attend all program meetings to ensure that up-to-date information is received and/or information of policy changes or practices are adhered to at program.
Travel as needed for trainings and conferences.
Able to react to change productively and handle other essential tasks as assigned.
Qualifications and Requirements:
High School diploma or equivalent with at least one (1) year secretarial/clerical/ administrative experience
Computer literate with working knowledge of Microsoft Windows (Microsoft Word, Excel), variety of online database systems.
Must be 21 years of age
Must possess a valid state driver's license, registration and maintain state mandated car insurance.
Cleared background check from appropriate entity.
Well organized, meticulous and thorough in work habits.
Works well independently and as an effective team member.
Must be able to obtain First Aid Certification (CPR). Bending, stooping and lifting up to 15 lbs required to complete daily tasks. Job requires extended periods of sitting and daily use of various office equipment.
Work shifts are subject to change. Noise levels vary from mild to moderate. Predominantly indoors, this position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time
Southwest Key Programs