Administrative Assistant

Job Summary:

The Administrative Assistant is responsible for administrative support to the program. The Administrative Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Essential Functions:

•    Conduct all Intakes and discharges. Maintain contact and communication with all districts and with county. 
•    Complete all required organization documents for students in a timely manner.  
•    Answer phone calls in a prompt and friendly manner and direct calls to appropriate parties or take messages.
•    Prepare invoices, reports, memos, letters, financial statements and other documents in an accurate and timely manner, using word processing, spreadsheet, database, or presentation software.
•    Greet visitors in a prompt and friendly manner and determine whether they should be given access to specific individuals.
•    Open, sort, and distribute incoming correspondence, including faxes and email.
•    Perform general office duties, such as maintaining records management database systems, and performing basic bookkeeping work.
•    Manage, organize and implement an efficient file system to include: documents, records, and reports.
•    Maintain accurate and current information for billing, data collection, accounts, petty cash and budget. 
•    Abide by SWKey and contract guidelines for maintaining client and personnel files.
•    Regular and punctual attendance.

Other Functions:

•    Distribute and gather paperwork to and from employees.
•    Assist with training, duplication of materials, setting up, documenting.
•    Maintain inventory control and purchase necessary office supplies.
•    Help maintain the program’s calendar and assist with scheduling for program staff.
•    Assist with uploading and maintaining timesheets for program staff.
•    Able to react to change productively and handle other essential tasks as assigned.
•    May be responsible to generate other reports as assigned .
•    Participate in and comply with all meetings, assignments, and process improvements. 
 

Qualifications and Requirements:

•    High school diploma or equivalent.
•    At least one year administrative/clerical/secretarial experience.
•    The ability to read and understand information and ideas presented in writing.
•    Knowledge of administrative and clerical procedures and systems such as Microsoft office software, managing files and records, designing forms, and other office procedures and terminology.
•    Pass a criminal history check.
•    Pass a drug test. 
•    Bilingual preferred.

Physical Demands:

Must be able to read, write, and communicate with SWKey and with outside contacts. Must be computer literate and have the ability to operate office equipment.  While performing the responsibilities of this job, the employee is required to bend, lift, seize, hold, grasp, turn, or otherwise work with hand or hands. Must be able to lift up to 20 pounds.