Position: Administrative Assistant/Receptionist (Part-Time)

Reports To: Executive Director and Clinical Director

At-Will Employment

You are free to terminate your employment with Divine Intervention Rehabilitation at any time, with or without a reason, and Divine Intervention Rehabilitation has the right to terminate your employment or the employment of others at any time, with or without a reason. Although Divine Intervention Rehabilitation may choose to terminate employment for cause, cause is not required. This is called “at-will” employment.

Purpose: To execute and/or oversee all, administrative functions while ensuring the efficient and professional operation of the agency. This classification is responsible for supervision of staff, for the day-to-day non-clinical operational decisions, which includes conferring with supervisor as necessary for insight in special and extraordinary circumstances. Decisions involving expenditures and hiring recommendations are made in conjunction with the Executive Director and Clinical Department. Discretion is required in development of recommendations, policies, and procedures in resolving operational problems. Pays employees and compiles payroll information by managing payroll preparation; completing reports; maintaining records. Work is accomplished within a broad framework, with authority and responsibility in this area of service.

Qualifications: The Executive Administrative Assistant must have 3-5 years in a role requiring comparable skills and supporting executive level employees. A minimum of a high school diploma required (Bachelor degree preferred). Advanced proficient with Microsoft Word, Excel, and Power Point required.

Must be flexible, proactive, efficient, and possess excellent organizational skills.

General Responsibilities: The Executive Administrative Assistant is responsible for all administrative duties and personal support; including, but not limited to:

• Excellent writing, reading and proofreading skills.
• Excellent in-person, phone and written communication skills.
• Ability to work in a results-oriented, fast-paced team environment, handling details while pursuing overall goals.
• Proven experience juggling multiple deadlines expeditiously, and proactively seeing projects or tasks through to completion.
• Ability to work both independently and as a member of a team.
• Ability to accept and integrate feedback from others.
• Demonstrated ability to handle confidential information in a discrete and professional manner.
• Compilation, coordination and preparation of any information and/or correspondence requiring a high level of confidentiality.

• Coordination of meetings, calendars and activities, as well as communication as directed.
• In consultation with Executive Director, implement discipline and or utilize termination procedures.
• Employment and Compliance to regulatory concerns regarding employees
• Assist with policy development and documentation.
• Employee Relations
• Coordinate inter-office and outside meetings and all associated task, which include, but are not limited to preparing agenda, presentations/handouts, typing and binding, slide production, conference calls, menu selection and ordering.
• Maintain business card and ensure that important contact information is accessible.
• Organize and maintain all pertinent applications and documentation relevant to the services provided by the agency.
• Communicate effectively with internal and external stakeholders.
• Prepare and maintain accurate records, files and reports, including responsibility for maintaining personnel records, including personnel actions forms and consultant agreements.
• Complies with federal, state, and local legal requirements by studying existing and new legislation; enforcing adherence to requirements; advising management on needed actions.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.
• Work with other members of the management team to assure successful communication between Adult, Children and Adolescent clients and participate in strategic planning.
• Represent Divine Intervention Rehabilitation in a professional manner.
• Understand and follow all policies and procedures of Divine Intervention Rehabilitation.
• Routinely entrusted with highly confidential information, necessitating discretion and confidentiality.
• Ensure the accuracy of all written and verbal communication.
• Assist Clinical Staff as directed to ensure effective flow of all programs.
• Ensure that all medical records are up to date and HIPAA compliant.
• Must have an attitude of friendliness and be able to communicate with all levels within DIR and the community.
• Maintain good working relationships with all Divine Intervention Rehabilitation Staff and Volunteers.
• Assist Executive Director to ensure effective flow of all programs and carry out other duties assigned by the Executive Director.

The prospective candidate must also meet the following requirements:

• Pass state background check
• Pass TB screening
• Pass drug screening test

OTHER REQUIRED ABILITIES:

• Team player
• Strong written and verbal communication skills
• Strong organization and multi-tasking skills
• Ability to work efficiently with diverse populations