ADMINISTRATIVE ASSISTANT III

Summary
Reporting directly to the Department Director, Family Services, the Administrative Assistant III provides technical and administrative support in a one-on-one working relationship assuring that the Department runs smoothly and in a consistent fashion. The incumbent serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the Department Director, Family Services.

Essential Duties and Responsibilities include the following:

• Provides direct support to the Department Director, Family Services and to the Family Services Department, promoting a culture of creativity, high achievement, and inspiring open lines of communication.

• Coordinates the Department Director's schedule by planning and scheduling meetings, conferences, teleconferences, trainings, and special events; Provides administrative support to the supervisors assigned to the Department Director, as needed.

• Maintains and updates department SharePoint pages and accurate staff roster for department; facilitates Move Requests as staff enter, exit, or move about the department/agency; completes Change of Status or Work Schedule forms, as needed.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Department Director, including those of a sensitive or confidential nature; Maintains confidence and protects operations by keeping information confidential; Determines appropriate course of action, referral, or response.

• Prioritizes conflicting needs; handles tasks expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures; Consults with Department Director on critical decisions and issues that arise.

• Welcomes guests and others by greeting them, in person or on the telephone; answering or directing inquiries; Processes all mail and coordinates the flow of signature items in a timely manner.

• Schedules, coordinates and prepares for agency meetings upon request, including but not limited to ensuring agendas and handouts are complete, inviting and confirming attendees, reserving rooms and set-up, and taking minutes.

• Administers payroll for the Department Director and subordinate supervisors, as needed;

• Assists with the development and management of the Department Director, Family Services division budget; Create purchase orders, process invoices for payment, and track expenses; Assists with procurement compliance.

• Assists with contracts, including MOU creation and renewal, RFP process, and gathering materials required for contracts, including comparison sources, updated insurance and pricing, etc.

• Produce reports and/or log information for Department Director; Run data reports from the State Automated Child Welfare Information System (SACWIS), and other sources; maintains statistics necessary for the Board report and other requested reports regarding the department.

• Maintain supply inventory (office, beds, food, clothing, cleaning, toys, furniture, etc.) by checking stock to determine inventory levels; anticipating needed supplies; evaluating new products; place and expedite orders for supplies; and verifying receipt of supplies
• Represent the agency in the community; serves on various community and/or State level committees as assigned.

• Participate in workgroups to complete special projects or goals as assigned; Participate in agency wide and community initiatives which support the overall mission of the agency.

• Provide backup assistance as deemed necessary/appropriate, in the absence of the other Administrative Assistants as needed/directed.

• Maintain professional and technical knowledge by attending educational workshops; review professional publications; establish personal networks; participate in professional societies/associations.

• Assists in the orientation/shadowing of agency staff in the department. Attends and participates in supervision meetings as established by the supervisor, and participates in all agency meetings including unit, department, division, and all staff meetings; Participates on agency committees where applicable/appropriate.

• Attends trainings as required by the agency or supervisor.

• Adheres to SCCS’ mission, vision, and values and all agency policies and procedures, including SCCS Professional Ethics and Conflict of Interest policy.

• Demonstrates cultural competence by working respectfully and effectively with people of all cultures, classes, races, genders, ethnic backgrounds, religions, sexual orientations, mental and physical abilities, ages, and appearances in a manner that respects and preserves the dignity of all.

• Other duties may be assigned.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required to perform the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience
High School Diploma or GED required; associate’s degree in business or social services related field preferred.
Three years of office/administrative experience required; One year of experience working in a child welfare or social services agency preferred.
Demonstrated excellence in customer service required. Required to possess exceptional organizational skills with a demonstrated attention to detail, proofing skills, and data preparation skills, with knowledge of office machines, including, but not limited to, copier, printer, digital camera, and voice mail phone system.

Certificates, Licenses, Registrations
Certification in office management preferred.

Supervisory Responsibilities
This position has no supervisory responsibilities.

Computer Skills
To perform this job successfully, an individual must have demonstrated knowledge in all Microsoft Office products including, but not limited to Word, Excel, PowerPoint, and Publisher; knowledge of Adobe Pro; demonstrated knowledge of audiovisual equipment as it pertains to the training environment. Proficiency in typing a minimum of thirty-five (35) wpm required. Knowledge using SACWIS and Document Management System (e. g. Traverse) preferred.

Language Skills
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups of managers, clients, and the public.

Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands and Work Environment
The physical demands and work environment described herein are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to manipulate objects; reach with hands and arms and talk or hear. The employee is frequently required to stand and walk.

The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to twenty-five (25) pounds.

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

While performing the duties of this job, the employee is rarely exposed to outside weather conditions. The noise level in the work environment is usually moderate.

Other Qualifications
Incumbent is required to adhere to Agency rules & regulations and support the mission, vision & guiding principles.

Regular attendance and adherence to Agency policies regarding use of time off is required.

Incumbent is required to travel to/from Agency meetings within the County and State as directed by the Executive Director and/or Division Director, and as required for job duties. Travel requires the use of a vehicle insured in the incumbent's name unless a County-owned vehicle is secured. Personal vehicles must be in good working order and appropriately accommodate passengers as needed. Incumbent must possess a valid State of Ohio drivers' license with no more than eight (8) points on their driving record at any time to drive their own vehicle and no more than six (6) points to drive an agency vehicle. Incumbent must also possess auto insurance as required by law. Incumbent must also adhere to agency policies that address these topics.

Core Competencies
To perform this job successfully, an individual must demonstrate the following competencies:

1. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; Reacts well under pressure.

2. Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

3. Customer Service - Manages difficult or emotional client and employee situations; Responds promptly to client's/employee needs; Solicits client feedback to improve service; Responds to requests for service and assistance; Meets commitments.

4. Dependability - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan; Follows through on commitments.

5. Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; Builds a diverse workforce.

6. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions.

7. Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

8. Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

9. Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things; Approaches others in a tactful manner.

10. Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

11. Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules staff and their tasks; Develops realistic action plans.

12. Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

13. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

14. Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

15. Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

16. Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality.

17. Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity.