Residential Services Administrative Assistant

PRIMARY FUNCTION/RESPONSIBILTY

To provide administrative support to the operations staff, visitors, donors, and responsible for overall appearance of professional spaces.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Welcome on-site visitors, callers, and staff with a positive attitude that is representative of the SJRC Texas/Belong Mission, Vision, and Core Values.

• Answering telephone calls, determine purpose of call, and forward to appropriate staff and youth.

• Receive, sort, open, and distribute incoming mail and process outgoing mail.

• Order, receive, and maintain office supplies. Assists other managers with ordering supplies.

• Maintain and update office forms.

• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs as needed, and maintains equipment inventories.

• Manage outside vendors in conjunction with corresponding department.

• Responsible for general cleanliness and environmental sanitation of professional shared spaces.

• Responsible for scheduling conference room reservations for meetings and coordinating the room reservation calendars.

• Responsible for preparing rooms for meetings both before and after the meeting occurs.

• Responsible for keeping staff meeting minutes and minutes for clinical staffings.

• Maintains records for grants as needed.

• Maintains database for incoming referrals.

• Maintains database for licensing visits.

• Prepares and monitors expense receipts to submit to accounting.

• Assists Case Care team with client files, scans records as needed into Extended Reach.

• Assists with Youth for Tomorrow audits by scanning and submitting records once approved by the manager.

• Handles sensitive information in a confidential manner.

• Establish and maintain positive and professional relationships with internal and external stakeholders.

• Managing incoming donations at the specific location where assigned.

• Performs other related duties as assigned.

QUALIFICATIONS

Required:

• High School Diploma or G.E.D. Certification.

Preferred:

• Associate degree in accounting, Business Management, or related field.
• 1+ years of related experience in Administration or Human Resources field.

Certifications/Licenses/Registrations:

• Valid Texas Driver's License, good driving record, ability to provide own transportation and proof of current automobile insurance.

• CPR/First Aid Certification.

• Age minimum of 18 or 21 years of age per licensing standards.

PHYSICAL/MENTAL REQUIREMENTS

Physical Demands

• Body mobility to stoop, kneel, bend, reach, walk and walk briskly in order to interact with and monitor children.

• Stamina to work long days and drive long distances.

• Moderate to heavy lifting up to 60 pounds.

Visual and Cognitive Demands

• Must have the ability to communicate both verbally and in writing.

• Must have the ability to give and receive verbal and written instructions (with or without hearing aids).

• Must have fine vision, sustained vision, and peripheral vision (with or without glasses).

Environmental Demands

• Environment requires dexterity to remain calm and adapt to fast paced and emotional environments consisting of children with moderate to severe emotional and psychological needs.

Work Environment

• Home-like settings with varying moderate to high degrees of background noise.

• Light and ventilation are found in a typical home setting.

• Campuses are smoke-free, except on permitted campuses in designated areas.

Possible Hazards

• Possible injury when lifting or moving if employee fails to use proper body mechanics, or if proper techniques are not used.

DESCRIPTION OF ORGANIZATIONAL RELATIONSHIP/REPORTING RELATIONSHIPS

Supervised by: VP of Residential Services

Supervises: N/A