What are the responsibilities and job description for the Administrative Assistant position at enCircle?
Our Administrative Assistant position is primarily responsible for the overall workflow of the assigned location/program(s), being knowledgeable about the functions of the various services, and performing tasks to assure effective day-to-day operations. The Administrative Assistant frequently interacts with individuals both internally and external to the agency and is called upon to assist said individuals with projects and tasks as assigned . (This position reports daily to the office)
Minimum Education, Training, Requirements And Prerequisites
Essential Functions: May be required to perform any of the following duties:
We offer a competitive salary starting at $19 per hour plus an exceptional benefits package including:
Minimum Education, Training, Requirements And Prerequisites
- High School diploma or equivalent of 2-4 years’ experience in administrative support.
- Experience in a Human Services agency preferred.
- Microsoft Office proficiency and good working knowledge of computer applications. including word processing, spreadsheet, database and presentation software.
- Valid Virginia Driver’s License and proof of insurance.
- Satisfactory Driving Record in compliance with Driver Requirement Policy.
- Access to a personal vehicle.
- Exercise a high level of confidentiality.
- Pass a criminal history screen, including state and local child protection agency registries.
- Knowledge of business office operations and administrative clerical operations
- Interpersonal skills - ability to maintain confidentiality, remain open to others ideas, and exhibit willingness to try new things.
- Written communication skills – edits work for spelling and grammar, presents numerical data effectively and able to read and interpret written information.
- Oral communication skills – speaks clearly and persuasively in positive or negative situations.
- Problem solving skills - ability to identify and resolve problems in a timely manner and gather and analyze information skillfully.
- Planning and organizing skills - ability to plan and organize work, use time efficiently and develop realistic action plans.
- Quality Control – ability to demonstrate accuracy and thoroughness and monitor own work to ensure quality.
- Adaptability - ability to adapt to changes in the work environment, manage competing demands and deal with frequent change, delays or unexpected events.
- Dependability - consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
- Ability to actively promote and personally observe safety and security procedures and use equipment and materials properly.
- Flexibility to work at sites other than usual work location when circumstances warrant.
Essential Functions: May be required to perform any of the following duties:
- Open, close, and prepare office on a daily basis.
- Greet all incoming visitors, provide requested information, and direct visitors in a courteous and professional manner
- Monitor and route all incoming calls.
- Receive all written and verbal communication and respond and distribute as assigned.
- Prepare, sort, and distribute mail and receive packages.
- Maintain office phone tree for Emergency/Inclement Weather procedures and distribute as necessary.
- Maintain and monitor conference room calendar and assignments of rooms.
- Prepare general correspondence and documents as assigned.
- Assist in compiling communication and distribute as appropriate , including mailings to state and local agencies, foster, or other external stakeholders.
- Assist Program managers/case workers in compiling, organizing, and processing paperwork
- Update/Maintain spreadsheets for licensure, agency, and funding requirements (i.e.- tracking spreadsheets, client list, etc.). Communicate with appropriate staff of upcoming requirements and assist in the distribution, updating of, and processing of all identified necessary documentation within the appropriate time frame .
- Assists manager in the creation of new forms and processes.
- Assist with screening applicants/volunteers/contractors, including background checks and references. Collect and gather all appropriate paperwork. Assist with arranging interviews.
- Coordinates and schedules background checks for foster/adoptive parents, family care providers/assistants, new and current employees and assist in the quality control and completion of all necessary paperwork. Compile, review for accuracy, and mail all background paperwork to appropriate state and local offices as well as scan all appropriate paperwork to HR.
- Coordinate orientation of new employee in assigned area, to include coordination with: Manager, IT, HR, Corporate, and Payroll. Assist supervisors and managers to train staff on the background check process.
- Purchase, inventory, and stock supplies for the office including office supplies, kitchen supplies, and cleaning supplies.
- Oversee, upkeep, and coordinate necessary maintenance of office equipment. Maintains and monitors office contracts/memberships and other services such as shredding companies, copier/printer contracts, etc.
- Oversee processes related to agency vehicles including distribution of vehicle keys and gas cards and assuring that vehicles receive regular maintenance and upkeep as well as maintain and monitor vehicle calendar.
- Gather, organize, and maintain receipts for monthly credit card expense reports and submits to finance department in a timely manner. Oversees petty cash and incoming and outgoing of payments and deposits. Includes paperwork for check processing, recording of invoices, and requesting checks for vendors.
- Process and track all vendor invoices to be paid and submit to finance department in a timely manner.
- Serve as the back-up IT Point of Contact Person.
- Serve as the point of contact for office required safety drills including maintaining records of all safety drills and other safety related duties.
- Helps maintain the office setting which may include serving as a liaison with real estate management firm, as assigned.
- All other duties as assigned include special projects.
- Schedule: Monday-Friday 8:30am-5:00pm
We offer a competitive salary starting at $19 per hour plus an exceptional benefits package including:
- Health, Dental and Vision Insurance
- Nationwide Pet Insurance, including coverage for reptiles, birds and exotic pets
- 401(k) and 401(k) Matching
- Employee Assistance Program, including Access to Chaplain Services
- Educational Assistance Program
- STD, LTD, Life, and AD&D Insurance
- Generous PTO and Paid Holidays
- Retention Bonus
- Unlimited Access to Premium Calm App for Staff plus Friends and Family
- Early access to paid wages with Wisely ADP and Dailypay
Salary : $19
