Administrative Assistant

4 days ago

Union Grove, United States LSS of WI & UP MI Full time

Are you an organized and detail oriented administrative assistant with excellent communication skills? If so, you are encouraged to apply for this administrative assistant position

Lutheran Social Services of Wisconsin and Upper Michigan is currently seeking an Administrative Assistant to join our Veterans Housing and Recovery Program (VHRP).

This is a part time opportunity, 18 hours per week every Thursday and Friday from 8 AM - 5 PM, at the VHRP in Union Grove WI. Primary tasks would include, but not limited to front desk duties, data entry, collecting information, electronic and paper filing, scheduling general office tasks, and working with referrals for placing of our veterans.

AGENCY REQUIREMENTS (Required of all employees):

  • Must comply with applicable service regulations as well as agency and departmental policies and procedures.
  • Must relate to people of varied ethnic and cultural backgrounds, ages, and economic circumstances with respect and dignity.
  • Must support the Mission, Vision and Values of the Agency.
  • Represent LSS internally and externally as a servant leader in thought, words and actions.
Essential Duties and responsibilities:

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.
  • Deliver excellent customer service while maintaining an understanding and supportive demeanor.
  • Maintain an accurate information stream that meets the needs of clients and programs.
  • Continue to expand and improve technical knowledge and be an administrative resource for others in the agency.
  • Provide guidance, work direction, and support to other administrative employees and volunteers as necessary.
  • Create and edit documents (Word, Excel, PowerPoint, etc.).
  • Type various documents and correspondence including meeting minutes. Proofread all documents for correct grammar, spelling, punctuation, and content.
  • Communicate effectively with program partners regarding tasks, responsibilities, and deadlines.
  • Problem-solve and provide suggestions for efficiency and improvement as warranted.
  • Make recommendations regarding system changes that foster efficiency and quality.
  • General office duties as assigned (e.g. mail, copying, preparation of documents, etc.).
  • Troubleshoot and ensure office and facility needs are met and work with vendors as needed (office equipment, safety checks, fire extinguisher inspections, etc.).
  • Provide receptionist duties as needed. This will include answering telephones, taking messages, scheduling appointments, and greeting visitors.
  • Provide program specific support, which may include billing support functions, data entry, and other needed support.
  • Prepare and if applicable, develop/create department forms and maintain supply of paper forms.
  • Prepare and mail letters and packages.
  • Create, organize, and maintain files. This may be hard copy files, electronic files, and databases.
  • Assist in planning, scheduling, and preparing for meetings and events.
  • Collaborate with other team members and assist with projects. Collaboration may include entities that are working at various locations.
  • May have position specific administrative duties that are particular to a certain area(s) or program(s).
  • Participate in other projects and other duties, as assigned and needed.
PERKS:
  • Ability to Contribute to 403B
  • Employee Assistance Program
  • Service Awards and Recognition
Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Upon offer, candidates must successfully complete the necessary background, caregiver, medical and any other checks required, according to program requirements Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:
  • High School Diploma or equivalent.
  • Associates Degree in administrative support area is preferred.
  • Minimum 1 year prior administrative experience preferred. Associates Degree may be substituted in lieu of prior experience.
  • Proficiency in a variety of software programs (Microsoft Word, Excel, PowerPoint, Outlook, or equivalent) is required.
LANGUAGE SKILLS:
  • Ability to read, write, analyze and interpret to complete required documentation by established timeframes.
  • Ability to document in a neat, legible, accurate, objective and consistent manner to reflect the services provided.
  • Ability to effectively present information and respond to questions from all levels of LSS management and employees, as well as the individual, family, and circle of support.
COMPUTER SKILLS/TECHNOLOGY:
  • Working knowledge of computers to allow employee to access computer systems and applications to complete timecards, read and respond to email, and complete required on-line training.
  • Ability to utilize efficiently an electronic health record(s) for documentation of direct services.
  • Must be able to work on computer and utilize computer applications and programs to effectively complete the job.
  • Ability to work within a variety of ever-changing software packages and computer systems.
  • Working knowledge of computers to allow employee to access computer systems and applications to complete timecards, read and respond to email, and complete required on-line training.
  • Maintain records and accurate filing systems.
  • Regular use of technology for meetings and communication to include email, conference calls, web-based meetings and webinars.


PHYSICAL DEMANDS/WORK ENVIRONMENT:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hand to finger motions; and handle or touch objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. This position will require frequent computer usage.

The incumbent of this position works in an air-conditioned, office environment. The incumbent will also be exposed to outdoor weather conditions when traveling on company business.

The noise level in the work environment is usually moderate.

TRAVEL: Ability to travel on day trips as required, but will be infrequent. Rarely, would overnight travel be required.

LSS is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, disability status or any other characteristic protected by federal, state or local law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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