What are the responsibilities and job description for the Administrative Assistant position at Passages to Recovery?
Job Description
Purpose: The Administrative Support Assistant (ASA) will organize and perform the routine tasks that support delivery of the services offered by Passages to Recovery Community and Treatment Services programs and at times provide support to Executive Leadership. Essential Duties and Responsibilities: include the following, other duties may be assigned as necessary:
This job has no supervisory responsibilities.
Competency:
To perform the job successfully, an individual should demonstrate the following competencies:
Ethics and Confidentiality – Comply with existing policy presented in employee handbook and its addendums.
Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; demonstrates flexibility in covering open shifts during staff shortages
Verbal/Written Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings; Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.
Electronic Communication – Must be fluent in a variety of computer technologies including Outlook, Word and Excel
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.
Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Service –Manages difficult or emotional client situations; Responds promptly to client needs; Solicits client feedback to improve services: Responds to requests for service and assistance; Meets commitments.
Teamwork - Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Put success of team above own interests; Supports everyone’s efforts to succeed; Adapts to changes in work environment; modifies or changes approach or method to best fit the situation.
Leadership – Exhibits confidence in self and encourages confidence in others; Inspires and motivates others to do well; Accepts feedback from others; Gives appropriate recognition to others. Displays willingness to make decisions and includes appropriate people in decision-making process.
Diversity – Shows respect and sensitivity for cultural differences; promotes a harassment-free environment
Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; Asks for and offers help when needed
Interested applicants who meet the requirements below will learn more about the responsibilities of this position during the interview process:
GENERAL REQUIREMENTS:
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Purpose: The Administrative Support Assistant (ASA) will organize and perform the routine tasks that support delivery of the services offered by Passages to Recovery Community and Treatment Services programs and at times provide support to Executive Leadership. Essential Duties and Responsibilities: include the following, other duties may be assigned as necessary:
- data entry; filing, production of reports, and other written material
- assisting with invoicing
- coordinating and setting up meetings, conference calls and events.
- managing office supply inventory
- office equipment inventory, repairs, and updates.
- reception duties
- receiving and distributing mail and parcel deliveries; and
- light cleaning and maintenance of common areas
- other general administrative support tasks as assigned.
This job has no supervisory responsibilities.
Competency:
To perform the job successfully, an individual should demonstrate the following competencies:
Ethics and Confidentiality – Comply with existing policy presented in employee handbook and its addendums.
Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; demonstrates flexibility in covering open shifts during staff shortages
Verbal/Written Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings; Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.
Electronic Communication – Must be fluent in a variety of computer technologies including Outlook, Word and Excel
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.
Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Service –Manages difficult or emotional client situations; Responds promptly to client needs; Solicits client feedback to improve services: Responds to requests for service and assistance; Meets commitments.
Teamwork - Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Put success of team above own interests; Supports everyone’s efforts to succeed; Adapts to changes in work environment; modifies or changes approach or method to best fit the situation.
Leadership – Exhibits confidence in self and encourages confidence in others; Inspires and motivates others to do well; Accepts feedback from others; Gives appropriate recognition to others. Displays willingness to make decisions and includes appropriate people in decision-making process.
Diversity – Shows respect and sensitivity for cultural differences; promotes a harassment-free environment
Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; Asks for and offers help when needed
Interested applicants who meet the requirements below will learn more about the responsibilities of this position during the interview process:
GENERAL REQUIREMENTS:
- High school diploma or equivalent, with two years’ relevant experience associate degree or higher working on degrees in Social Work, Counseling or Human Services. Bachelor’s degree preferred.
- Strong computer skills, including keyboarding, data entry, word processing, and file maintenance
- Proficient with Microsoft Office Suite applications
- Excellent attention to detail and skilled at managing multiple ongoing tasks
- Experience working collaboratively as part of a small team
- Effective communication and interpersonal skills
- Basic math skills
- Schedule is generally during weekday office hours but must be able and willing to work evenings and weekends as required
- Must be able to obtain current ACT 33 & 34 Clearances
- Must be able to obtain additional clearances as required
- A valid PA Driver License is preferred
- Must be able to obtain current FBI, Act 33 & 34 Clearances ,
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