Administrative Assistant

6 days ago

Tahlequah, United States Circle of Care Full time

Are you looking for a part time position? We are seeking a dedicated administrative assistant to work 5 hours a day, Monday - Friday. The Administrative Assistant provides general administrative support to the staff at their site and supervisors, and coordinates incoming invoices and
bills, and other functions for the site with CoC operations staff.

ESSENTIAL DUTIES and PRIMARY RESPONSIBILITIES
• Provide direct administrative assistance to the DIrector of Facilities, and other program staff on the CH campus as needed.
• Receive incoming calls and assist clients and guests in the office.
• Process incoming and outgoing mail.
• Record and maintain training records for all staff on campus and state-wide Maintenance team.
• Inventory and order office supplies for office personnel.
• Coordinate/maintain break room and building cleaning.
• Maintaining & process reservation requests for CoC campuses.
• Process and maintain receipts, disbursements, and incoming invoices; scan and e-mail to Accounts Payable or Bill.com for Children's Home (CH) and Flying M campus.
• Assist with volunteers, processing volunteer paperwork.
• Assist maintenance with monthly safety inspections of buildings (If requested) when the resident is present.
• Assist maintenance team with smartsheet entries. Send email reminders and follow ups on needed information for the entries.
• Conduct, organize, and input Children's Home campus' safety drills as required and will track and complete smartsheets for all drills across state.
• Attend maintenance team CQI meetings monthly and assist with duties related to accreditation.
• Provide transportation for PAL clients as needed during work hours using a CoC vehicle.
• Assist with setting up PAL classes, meetings, and activities.
• Process and track PAL student rent and savings accounts payments, send reminder emails to clients.
• Maintain information campus workbook weekly.
• Assist with special projects as they arise.
• Travel locally and regionally as needed for meetings
• Perform all other duties as assigned

SKILLS and ABILITIES
• Present exceptional customer service with high expectations for quality of service
• Ability to communicate thoughts and concerns clearly, both orally and in written form
• Must exercise discretion and maintain confidentiality
• Tolerance to work under adverse conditions
• Open to learning and willing to use new skills and information; receptive to constructive
criticism
• Work independently, and as a team member, without constant supervision
• Maintain willingness to work flexible hours in order to meet the needs of the agency
• Organized and detailed
• Ability to use standard office equipment
• Proficient in Microsoft Word, Excel, Adobe with the ability to learn additional software
• Capable of lifting heavy objects of up to 20 pounds
• Ability to walk up and down stairs
• Desire to work in a social service setting
• Become familiar with all of Circle of Care programs and facilities
• Committed to the mission of Circle of Care

MINIMUM QUALIFICATIONS
• Must be at least 21 years of age
• Education: Associate Degree or higher preferred with a minimum of 2 years of office
administration experience.
• Pass a thorough background check, Department of Transportation check, pre-employment
physical, drug test as required by Department of Human Services
• Possess a valid Oklahoma driver's license and a good driving record

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