An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Under the direct supervision of the Director of Intensive Family Preservation, and Director of Permanency Services, the Administrative Assistant supports each program in a professional manner, providing a variety of clerical services to assist the programs' operations.
Core Competencies:
Promote Mission:
Affirms and upholds the mission, philosophy, policies and vision of the agency.
Diversity :
Promotes and ensures equality, diversity, and inclusion in all aspects of our work by valuing our workforce, clients and community.
Professional Behavior:
Embodies professionalism and initiative in the execution of job responsibilities.
Growth :
Is receptive to feedback, willing to learn, and strives for continuous improvement.
Integrity/Honesty:
Behaves in an honest, fair, and ethical manner. Shows consistency in words and actions. Models high standards of ethics.
Interpersonal Skills:
Treat others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations.
Flexibility:
Is open to change and new information; rapidly adapts to new information, changing conditions, or unexpected obstacles.
Problem Solving:
Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.
Relationships :
Forms RICH (respect, information, connection and hope) relationships with diverse children, youth, and families. Respect for
Clients :
Respects, collaborates with and empowers clients and understands their symptoms as adaptations.
Strength-based :
Demonstrates a commitment to a strength-based treatment philosophy.
Conflict Management:
Encourages creative tension and differences of opinions. Anticipates and takes steps to prevent counter-productive confrontations. Manages and resolves conflicts and disagreements in a constructive manner. Use of capabilities : (illustrated by typical activities) Provides administrative support on a day-to-day basis to both Directors and staff members, as needed. Data Entry in Credible, PIE, and Care4. Process and document IFP referrals. Collaborate with foster care nursing staff to schedule and confirm psychiatry appointments. Assist to schedule and confirm IFP case reviews. Supports preparation of files for state and accreditation audits. Collects and processes all client and DCF satisfaction surveys. Takes minutes for staff meetings and distributes to all staff members. Maintains cleanliness and organization throughout the office spaces. Retrieves mail, sorts and distributes incoming mail and packages. Maintains office equipment (i.e. water cooler, copier, etc.). Reconcile monthly Ramp expenditures. Maintains inventory and orders supplies for the program. Manage the IFP inventory and sign out process for therapeutic material, games and resources for staff to use in the field. Serves as point of contact for staff requests from the Klingberg Closet and Family Pantry. Facilitates practicing fire drills and lock down drills annually, completes quarterly Safety Checks (including once monthly at Meriden location). Communicates with the agency fleet manager regarding vehicle maintenance/service needs, etc. Maintain bulletin boards, staff recognition board. Completes other duties as assigned.
Authority:
The nature of this position does not require the exercise of authority, and results are best accomplished through sound presentation and tactful persuasion.
Education/Experience requirements:
High School diploma required. 1-3 years clerical experience preferred. Familiarity with Excel, EHR systems, PIE, Google docs/sheets, preferred. The incumbent must possess basic typing, data entry, MS Office and clerical skills. Must possess good organizational skills. Must possess skill, understanding, and professionalism dealing with telephone contacts and interpersonal relationships with staff members, clients, and the public. Must be able to manage receipts, disbursements, and invoices. Must possess the ability to affirm the philosophies, policies, goals and heritage of the agency, together with the ability to apply these philosophies and goals constructively in the performance of duties.
Training:
Must complete a minimum 8 hours of professional development in addition to the required training each calendar year.
Physical Demands:
Sitting; Standing; Walking; Lifting (up to 20 lbs); Pulling; Pushing; Carrying (up to 20 lbs); Grasping; Bending; Speaking; Hearing; Seeing. $1,000 SIGN ON BONUS
