Position Summary:

The Administrative Assistant will be responsible for providing administrative support to the Program Director and program staff. The Administrative Assistant reviews, and files notes/charts, maintains all program databases, assists with scheduling of groups sessions, types documents; uses Word and Excel software, receives visitors, screens and directs telephone calls, arranges meetings or travel, obtains referral information for enrollment to program and creates and maintains consumer chart records. Assists with programs promotion and attends community functions/events throughout the year. Provides information to consumers in regards to Group Classes.

Essential Job Functions:

• Sets up and periodically reviews filing system to produce maximum efficiency.
• Provides accurate information regarding agency policies and procedures to programs staff as observed by or reported to the Program Manager.
• Maintains necessary program forms and literature as appropriate. Obtains accurate and up-to-date information as observed by or reported to Program Manager.
• Correctly sorts and distributes mail.
• Acts as recipient for deliveries and inventories same as necessary.
• Always maintains adequate level of supplies as required the unit departments operation.
• Provides assistance to program staff as needed.
• Attends in-service staff meetings and other required meetings taking Meeting Minutes as requested by Program Manager.
• Maintains Consumer Chart Records & Demographic Database Information
• Collects and records statistical data needed for contracts, staffing or budget reports as directed by Program Manager.
• Prepares accurate department reports using collected data and other pertinent information as requested or to meet predetermined deadlines and guidelines.
• Collects and maintains accurate and most recent demographic information of referrals to the Healthy Start Program to be readily retrieved as needed by the Program Manager, program staff, or compliance department.
• Performs a wide variety of typing assignments including reports, correspondence, and purchase orders.
• Accurately completes typing assignments and proof reads for typographical errors. Final copies are error-free and in the format expected by Program Manager and program staff.
• Completes all typing assignments by due date.
• Gathers information and conducts research on assigned projects.
• Utilizes knowledge, initiative and discretion to respond to routine and/or confidential mail as appropriate.
• Duplicates letters, reports, charts, and other documents using the most appropriate equipment within the assigned time frame as needed by Programs Manager.
• Mails, sends by fax, and distributes flyers/copies within the organization and outside agencies as assigned and in a timely manner. Assures copies are legible and presentable.
• Greets visitors, consumers and their families, or employees as guest of the unit and provides assistance concerning their needs.
• Receives guests courteously and promptly as expected by Program Manager and staff.
• Provides accurate answers to routine questions according to program procedures.
• Refers complex questions to Program Director or another appropriate party.
• Records and relays accurate messages in timely manner to Programs Manager.
• Answers telephone and directs questions appropriately
• Responds to telephone calls promptly and appropriately.
• Takes and relays accurate telephone messages. Repeats key information to caller when writing down messages to ensure accuracy of message.
• Serves as a liaison between the committee and clinic staff and brings staff feedback to the committee.

Essential Qualifications:

Certifications/Licensures:

• None

Education:

• Graduation from an accredited two-year college with an associates degree is preferred
• High School Diploma or equivalent is required.

Experience and Competencies:

• A minimum of two years of secretarial/administrative assistant experience is required
• Bilingual is preferred;
• CPR Certification, First Aid Certification and an annual Tuberculosis test.
• Ability utilize Microsoft Office Software Suite
• Ability to provide an Affidavit of Good Moral Character
• Clearance in Pre-Employment Drug Testing and Criminal Records Checks, as required.

During your tenure with WestCare there may be new requirements, including, but not limited to vaccinations that are issued by local, State, Federal, and/or Funders that WestCare may have to comply with. Should this occur Human Resources or appropriate personnel will inform you.

WestCare is an Equal Opportunity Employer. Employment at WestCare is contingent upon
successful completion of a pre-employment drug test,
pre-employment physical and criminal background check.