Description

POSITION SUMMARY:

The Administrative Assistant II provides front line customer service to people entering or contacting Agency facilities. Additionally, this position provides administrative assistance to Agency programs and may provide some direct service support.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Provides customer service and receives, screens, refers, and directs calls, customers, and visitors; provides program information as required; refers inquiries, complaints, and problems, as appropriate; familiar with program details.
2. Performs filing, copying, mailing, data entry, and other duties as needed.
3. Assists with planned activities and meetings.
4. Works with other staff to identify resources and referrals; makes referrals to community agencies and services.
5. Orients customers and community to goals and objectives of Agency programs; assists with recruiting customers into programs
6. Assists with other clerical duties as needed
7. May share in the care and maintenance of the workplace
8. Interviews, hires, trains, supervises, schedules, and evaluates staff. Maintains and complies with performance review system for direct reports; mediates staff conflicts; counsels employees with performance issues; recommends disciplinary action as necessary; assesses program equipment and supplies and may order and distribute to staff and sites as needed

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Performs additional duties as assigned.

Requirements

Experience and Skill Requirements: The following experience and skill requirements are considered essential:

Experience:

• 2-3 years of administrative support experience

Skills:

• Excellent customer service skills
• Excellent office function skills
• Excellent verbal communication skills
• Excellent listening skills
• Excellent typing skills
• Recordkeeping skills
• Display tact, discretion, and sound judgement
• Adaptable to change
• Ability to multi-task
• Organize and manage several projects at one time
• Prioritize and coordinate work activities
• Read, analyze, comprehend, and apply written procedures
• Proficient in using Microsoft Office applications and other computer software as applicable to the position

Education and Knowledge Requirements: The following education and knowledge are considered essential:

• High school diploma or equivalent
• Formal technical training in office practice, preferred
• First aid and CPR certification required (applicable programs only)

Other Requirements:

• Must pass required background checks
• Must hold current C.H.R.C. (applicable programs only)
• Must have a valid driver’s license, an acceptable driving record per the program, have reliable transportation, provide proof of insurance, and must be insurable under agency policy

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GENERAL EXPECTATIONS:

1. Maintains and promotes the highest level of understanding of the Agency's Mission, Vision, and Goals.
2. Maintains confidentiality; protects the Agency by keeping information concerning employees, those we serve, and the Agency itself confidential.
3. Follows all safety policies and procedures with a "safety first" approach to all job duties.
4. Exhibits a positive, professional, and collaborative attitude with others inside and outside the Agency.
5. Exhibits teamwork through effective internal communication and working relationships.
6. Is punctual for scheduled work and uses time appropriately.
7. Performs required amount of work in a timely fashion with a minimum of errors.
8. Participates in trainings, conferences, and meetings as necessary.
9. Possesses and exhibits the highest standards of professionalism and personal integrity.
10. Represents the Agency in the community as appropriate to the role.

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PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by the Incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to use hands to finger, handle or feel; sit and talk or hear, including on the telephone; and occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. The employee must occasionally lift and move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.

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WORK ENVIRONMENT:

The work environment characteristics described here are representative of those the incumbent encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed primarily in an office setting. Noise level is quiet to moderate. Occasional local travel may be required, sometimes in inclement weather.

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