POSITION SUMMARY: The Administrative Assistant is responsible for administrative and clerical functions in the office, as well as assisting program Community Health Workers with health education classes. The employee functions as a team member, supporting the Director and other members of the HealthVisions team, as well as the agency’s partners and potential partners. This person oversees special projects and performs administrative tasks that enable the Director and team to maintain HealthVisions’ day-to-day operations, including accounts payable/accounts receivable records. The Administrative Assistant works as an integrated team member to carry out the mission, vision, and values of HealthVisions Midwest and the Poor Handmaids of Jesus Christ.

PRINCIPAL RESPONSIBILITIES AND DUTIES

• The administrative assistant performs administrative duties, including verbal and written correspondence, interoffice communication, creating and maintaining office and client records, filing, copying, faxing, binding, scanning, printing, mailing, etc.
• Assists the Director with accounts payable/accounts receivable, expense reports, petty cash, donations, and mileage reimbursement, in accordance with company purchasing policies and budgetary restrictions.
• Assists with compiling and maintaining reports and records for projects, program reports, and administrative information. Maintains schedule of due dates for grant applications and reports to ensure timely submission. Oversees necessary coordination, compilation, and transmission of reports for compliance with grants and special projects.
• Assists staff with official records, communications, files, and correspondence (letters, memos, emails, newsletters, brochures, etc.) to agency partners and the community in a way that reflects the professionalism of the organization. (Scan, fax, email necessary documents.)
• Maintains awareness of the Director’s schedule and assists with scheduling meetings. Facilitates interoffice communication mechanisms, appointments, calendars, and updates.
• Answers the telephone and forwards all calls to the appropriate department or person. Answers the door and greets clients who come to the office for services.
• Assists with screening of clients for services, copies materials and directs clients to the appropriate staff. Completes surveys with clients and volunteers to assess the quality of services. Provides appropriate staff with timely reports on surveys received. 
• Ensures that meeting minutes are scribed and/or virtually recorded, when needed, and maintains attendance records, transcriptions, and other meeting-related paperwork. 
• Assists with coordinating appointments with staff and clients for services. Documents appointments to staff with client information. Assists clients in accessing resources and information as requested. 
• Oversees the HealthVisions Midwest Hammond calendar, which includes classes, trainings, and other HVM events. 
• Assists with review of program logs, verifies information on logs with databases, and signs for logs from volunteers. Accepts donations from volunteers and records appropriately. 
• Maintains data entry and retrieval knowledge of major HealthVisions databases and web-based tools. Assists with programmatic data entry and monitoring HVM Hammond dashboard. 
• Assists the Director with coordinating and implementing fundraising and special event activities. Assists with social media as needed. 
• Assists with coordinating HealthVisions Midwest of Hammond’s Advisory Council and HVM Community. Maintains correspondence with coalition and council members, schedules meetings, drafts agendas, and other tasks requested. 
• Ensures the conference room, TV, TEAMS, and Zoom platforms are set up and functioning properly ahead of meetings, ensuring a seamless virtual or in-person meeting experience.
• Participates in ongoing personal and professional development to stay abreast of community health risks, including training and conferences as directed.
• May assist in providing transportation, attend community events, and assist CHWs with program classes. 
• Continually strives to exemplify the mission and values of our sponsors and respects the organization's confidentiality. Assists in developing and nurturing relationships with individuals and groups involved with the ministry. Adheres to Quality Management and servanthood principles. 
• Performs other duties as assigned to meet the vision, philosophy, mission, and values of HealthVisions Midwest and the Poor Handmaids of Jesus Christ.

MINIMUM QUALIFICATIONS:

• The above level of knowledge, skills, and abilities are normally acquired through completion of an associate degree, certification program or equivalent level of knowledge obtained through a combination of education and experience. 
• Certified Community Health Worker Training (within 6 months of hire).
• Type at least 45 wpm.
• Valid Driver’s License

REQUIRED SKILLS:

• Knowledge of Database and Microsoft Office programs including, but not limited to, Excel, Word, Power Point, typing, and computer skills. Knowledge of Zoom and other web-based software or ability to learn. 
• Ability to create forms and documents for office use and marketing. 
• Effective oral and written communication and presentation skills.
• Strong organizational, analytical, communication, and teamwork skills with demonstrated initiative.
• Interpersonal skills to relate effectively with the public, including persons of various age and education levels, people at all levels inside the organization, as well as leaders within various religious and community organizations.
• Previous experience with office dynamics. Familiarity with social media, including Facebook, Zoom, and Instagram, with a willingness to learn other popular platforms.
• Ability to work independently and as part of a team.
• Ability to read and interpret documents such as policies, safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to manage multiple projects; multi-task with attention to detail.
• Demonstrates initiative and good judgment in work and can work confidently with little supervision or direction.
• Displays empathy, respect, and understanding of community resources, programmatic goals, and organizational values and processes. 
• A personal commitment to services with a professional demeanor, pleasant and efficient telephone personality, and work ethic.
• Some weekend and evening work may be required. 
• Bilingual preferred but not required. 

MACHINES, TOOLS, EQUIPMENT, AND WORK AIDS:

Personal computers and printers, audio-visual equipment, telephone systems, copiers, fax machines, and other usual office equipment. Working automobile. 

PHYSICAL DEMANDS:

Must be able to sit, see, lift, carry, push/pull, walk, climb, bend, or stoop and handle. Must be able to perform fine motor skills. Must be able to lift and/or move up to 35 pounds.