Administrative Assistant

1 month ago

Redlands, United States South Coast Children's Society Full time
Job DescriptionJob DescriptionDescription:

SUMMARY:

The Administrative Assistant (AA) provides the Director with administrative and clerical assistance. The AA’s work will consist of support, using a variety of project management, communication, and organizational skills.

The AA will deal with correspondence; organize official meetings or conference calls and events for example County Audits or Site Visits. The AA’s work will include information management, preparing reports for distribution and other related tasks. The AA will be asked to record minutes and prepare meeting documents for review.


AA must possess the ability to communicate effectively with County Officials and members of management. The AA must possess excellent communication and time management skills. Must have the ability to maintain proper boundaries and maintain positive relationships with strong or difficult personalities. The AA must be able to multi-task and simultaneously identify priorities. Must be able to self-motivate and work independently without daily supervision.


JOB DUTIES & RESPONSIBILITIES:

  • Provide administrative and clerical assistance to Director, Assistant Director, and Supervisors.
  • Support Program Supervisor upload CANS/ANSA data.
  • Track monthly no show and cancellations of appointments.
  • Coordinate and provide technical assistance upon requests for medical records and court subpoenas.
  • Create weekly Reports for the staff.
  • Mail out items as needed
  • Compare and update information on excel spreadsheets.
  • Upload documents in the Electronic Health Record.
  • Assist with starting documentation within Electronic Health Record.
  • Performs other related duties as required and assigned.

KNOWLEDGE, SKILLS & ABILITIES:

  • Must be proficient with Microsoft Word, Excel and Microsoft Outlook.
  • Must be able to communicate clearly, both verbally and in writing.
  • Must be able to author and produce their own emails, letters, reports and other documents in a professional manner. That is, documents and correspondence should be relatively free of grammar and spelling errors.”
  • Ability to interact professionally and effectively with all levels of employees within the organization, to include peers, co-workers and supervisors.
  • Must be detail oriented and have the ability to complete documentation in a timely manner.
  • Excellent time management, organizational and follow through skills.
  • Ability to appear to work every day and on time. Must have reliable transportation as travel up to 2 hours between office locations and within the community is required.
  • Ability to follow directions from a supervisor.
  • Ability to understand and follow posted, printed and/or electronic work rules and procedures.
  • Ability to accept constructive criticism in a respectful, open and interactive manner.
  • Experience working with people over the phone.
  • Must have the ability to perform efficiently and effectively with multiple interruptions.
Requirements:

GENERAL REQUIREMENTS:


Education/Experience

  1. High School Diploma; vocational or college education preferred but not required.

Licensure, Registration, Certification

  1. Valid CA driver’s license and proof of automobile insurance.
  2. Completion of CPR/First Aid certification within the first thirty (30) days of employment.

PHYSICAL REQUIREMENTS:

  • Ability to drive a motor vehicle without restrictions, often in heavy traffic and frequently long distances (one hour or more).
  • Senses of vision, hearing and smell sufficient to regularly operate a motor vehicle, to visualize threats in the environment and operate safely.
  • Required to occasionally lift and carry 10-20 pounds.
  • Regularly required to sit, stand, climb stairs (1 or more flights) and walk.
  • Regularly required to sit and use computer in office settings.

Management reserves the right to add, change, delete or rescind duties or responsibilities of positions within the job classification at any time.

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