Administrative Assistant

3 weeks ago

Saint Petersburg, United States WESTCARE GULFCOAST-FLORIDA INC Full time

**Position Summary**:
The person in this position will support the Red Tent Women's Initiative Program Director with day-to-day scheduling, coordinating meetings, data management, and other administrative needs.

**Essential Job Functions**:

- Assist with scheduling appointments, meetings, and travel arrangements.
- Prepare and organize meeting materials, agendas, and minutes.
- Enter program data used for critical reporting and participant follow up.
- Manage program staff request for supplies, resources, and materials.
- Help track program expenses and manage budgetary records.
- Process invoices, purchase orders, reimbursements, and program supply requests.
- Coordinate with other administrative staff to ensure smooth office operations.
- Assist program director tracking program expenses and managing budgetary records.
- Process program invoices, purchase orders, and reimbursements.
- Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation
- Completes all orientation and mandated training activities, including E-Learning Courses, within required timeframes, and in accordance with the criteria established for this position.
- Perform other duties as assigned.

**Essential Qualifications**:
**_ Certifications/Licensures:_**
- None

**_ Education:_**
- High School Diploma or equivalent is required.
- Graduation from an accredited two-year college with an Associate’s degree is preferred

**_ Experience and Competencies: _**
- A minimum of two years of secretarial/administrative assistant experience is required
- Excellent language and people skills
- Well organized
- Ability to exercise good judgment and discretion.
- Ability to work well in a team environment.
- Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality.
- Ability to remain reliable in punctuality and attendance, adhering to WestCare attendance and timekeeping policies.
- Ability to demonstrate proper telephone etiquette when receiving, transferring, and placing calls on hold as observed by Program Director
- Ability to remain calm and courteous even if the person being helped is angry or upset.
- Ability to maintain good working relationships between programs staff as well as other members of the agency as observed by Program Manager or Program Director
- Ability to approach interpersonal relationships in a manner which promotes cohesiveness, reduces conflict, and provides for resolution of differences.
- Understands, communicates (both verbally and in writing), and collaborates effectively and with precision, given the time constraints of each task.
- Ability utilize Microsoft Office Software Suite (Word, Excel, PowerPoint, etc.)
- Excellent interpersonal and communication skills.
- Ability to read complex two and three syllable words and to recognize similarities and differences between words and between series of numbers.
- Ability to respond effectively to the most sensitive inquiries or complaints.
- Ability to communicate effectively in writing and with all levels of employees and office visitors.
- Shows persistence and seeks alternatives when obstacles arise; seeks alternative solutions; does things before being asked or forced to by events.
- Must be highly organized, very analytical and detail oriented.
- Must have excellent communication skills (verbal and written).
- Must have advanced Word and Excel skills as well as familiarity with other MS Office programs.
- The ability to interface and communicate with internal and external agencies.
- The ability to identify crisis when they surface; to mitigate or resolve the immediate problem and to de-escalate the situation.
- CPR Certification and First Aid
- Understanding of professional ethics, consumer rights, and professional responsibilities
- Demonstrates ability to work effectively with culturally diverse staff and consumers.
- Demonstrates respect for an individual’s cultural and ethnic values when interacting with staff and consumers.
- Ability to create a safe, welcoming physical, supportive, and relational environment for consumers and staff.
- Knowledge of WestCare Mission, goals and values
- Knowledge of Incident Reporting
- Knowledge of HIPAA, Professional Ethics, Consumer Rights and Confidentiality
- Familiarity with WestCare services and programs
- Demonstrates a high degree of dependability.
- Maintains a good attendance record.
- Observes working hours.
- Shows flexibility and is responsive to requests from supervisor.
- Works independently with mínimal supervision.
- Exhibits characteristics of good workmanship, and integrity on the job
- Work time is always productive.
- Demonstrates ability to establish and maintain effective working relationships with consumers, co-workers, external partners, and regulatory agencies.
- Is courteous to consumers, staff, and all others.
- Demonstrates tact at the appropriate time.
- Cooperates with others both within and outside

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