Administrative Secretary

Sunny Glen Children's Home Job description

Job Title :

Administrative Secretary Department :

Administrative Supervisor :

Program Director FLSA Status :

Non-Exempt Prepared by : Human Resources Department Summary Administrative Secretary duties and responsibilities include providing administrative support to ensure the efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Essential Duties and Responsibilities Answer and direct phone calls Organize and schedule meetings and appointments. Maintain contact lists. Produce and distribute correspondence memos, letters, faxes, and forms. Assist in the preparation of regularly scheduled reports. Develop and maintain a filing system. Order office supplies Provide general support to visitors. Provide information by answering questions and requests. Take dictation. Research and create presentations. Generate reports. Handle multiple projects. Ensure the operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; and participating in professional societies. Contribute to team effort by accomplishing related results as needed. Carry out administrative duties such as filing, typing, copying, binding, scanning, etc. Cover the reception desk when required. Maintain computer and manual filing systems. Handle sensitive information in a confidential manner. Coordinate office procedures Reply to email, telephone, or face-to-face inquiries. Develop and update administrative systems to make them more efficient. Resolve administrative problems. Receive, sort, and distribute the mail. Answer telephone calls and pass them on Manage staff appointments. Coordinate repairs to office equipment Greet and assist visitors to the office Photocopy and print out documents on behalf of other colleagues Competencies

• To perform the job successfully, an individual should demonstrate the following competencies: Continuous Learning
• Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. Job Knowledge
• Competent in required job skills and knowledge; exhibits the ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively. Use of Technology
• Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date. Problem-Solving
• Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics. Communications
• Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods. Cooperation
• Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts. Oral Communication
• Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings. Teamwork
• Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed. Written Communication
• Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information. Leadership
• Exhibits confidence in self and others; inspires and motivates others to perform well; effectively influences actions and opinions of others; accepts feedback from others; gives appropriate recognition to others. Quality Management
• Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness. Visionary Leadership
• Displays passion and optimism; inspires respect and trust; provides vision and inspiration to peers and subordinates. The position will integrate Sunny Glen's Core Values throughout their day-to-day operations. Conflict Resolution
• Encourages open communications; confronts difficult situations; maintains objectivity; keeps emotions under control; uses negotiation skills to resolve conflicts. Cost Consciousness
• Works within approved budget; contributes to profits and revenue; conserves organizational resources. Ethics
• Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values. Organizational Support
• Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities. Strategic Thinking
• Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; adapts strategy to changing conditions. Adaptability
• Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation. Achievement Focus
• Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; recognizes and acts on opportunities. Attendance/Punctuality
• Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time. Dependability
• Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals.; completes tasks on time or notifies the appropriate person with an alternate plan. Initiative
• Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed. Innovation
• Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas. Judgment
• Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in the decision-making process; makes timely decisions. Quality
• Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. Quantity
• Completes work in a timely manner. Safety and Security
• Observe safety and security procedures; reports potentially unsafe conditions; use equipment and materials properly.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Must be 21 years of age or older. Must be bilingual in English and Spanish. Education and/or Experience 1 year of experience is required in clerical, secretarial, or office experience. High school diploma or equivalent; or college degree required. Language Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Strong communication skills are important. Certificates, Licenses, Registrations Valid Texas Driver's License Have a record of tuberculosis screening showing the employee is free of contagious TB. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this Job, the employee is regularly required to stand, walk; stoop, kneel, crouch, or crawl and talk or hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to sit; climb or balance and taste or smell. The employee must regularly exert up to 25 pounds of force (mopping, lifting groceries, moving furniture, cooking, etc.) and occasionally be able to perform a restraint on youth weighing up to 200 lbs. Must be able to frequently maintain visual and auditory supervision of multiple children. The employee must be able to make quick decisions, tolerate frustration, and be able to always balance mental toughness with compassion. The employee must be able to multitask. Work Environment The characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually loud. The employee must be able to function in a noisy environment. Notes All services shall be provided in accordance with established standards, principles, and ethics of the profession, applicable professional specialty organizations, and the high-quality standard for which Sunny Glen Children's Home is recognized. Sunny Glen is an Equal Opportunity Employer (EOE) and complies with all applicable federal and state employment laws. Employment decisions are based on qualifications, merit, and business needs. Disclaimer The above statements are intended to describe the general nature and level of work being performed by people assigned to this class classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Education and/or Experience 1 year of experience is required in clerical, secretarial, or office experience. High school diploma or equivalent; or college degree required