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Operations Assistant

2 months ago

Carlsbad, United States Texas Department of Aging & Disability Services Full time
Job Description:
Job Summary:
The Habitation Therapy Administrative Assistant is responsible for coordinating the flow of documents and maintaining inventory for the Habitation Therapy department. This role also involves managing contracts, processing PRFs, and completing contracts and addendums as needed. The administrative assistant organizes all Hab Therapy clinics and schedules appointments for Hab Therapy. This position reports directly to the Habitation Therapy Director.

Key Responsibilities:
1. Maintain accurate and up-to-date filing and record-keeping systems.
2. Serve as the primary purchaser for the HT department, ensuring timely and cost-effective procurement of supplies and materials.
3. Manage and maintain inventory for the HT department, ensuring adequate stock levels and minimizing waste.
4. Organize and schedule therapy-related clinics and appointments, ensuring efficient use of resources and minimal downtime.
5. Perform general office duties, including ordering supplies, assisting with human resources tasks, and providing administrative support as needed.
6. Assist in planning meetings, conferences, and seminars, ensuring smooth logistics and effective communication.
7. Compile and enter data for charts, graphs, databases, summaries, or reports, providing valuable insights for decision-making.
8. Develop and implement administrative policies and procedures, ensuring compliance with agency regulations and best practices.
9. Provide exceptional customer service, responding to inquiries and resolving issues in a timely and professional manner.
10. Perform related work as assigned by the supervisor, including participating in disaster response and recovery efforts or Continuity of Operations (COOP) activations.

Requirements:
1. Knowledge of office procedures, administrative procedures, spelling, punctuation, grammar, and arithmetic.
2. Familiarity with records administration and file maintenance techniques and procedures.
3. Proficiency in using personal computers and office equipment, including Microsoft Office, Word, Excel, PowerPoint, and Outlook.
4. Ability to prepare and maintain accurate records, files, and reports.
5. Strong communication and interpersonal skills, with the ability to work effectively with supervisors, peers, and subordinates.
6. Ability to maintain confidentiality and handle sensitive information with discretion.
7. Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
8. Ability to work cooperatively with others and adapt to changing priorities and circumstances.
9. Familiarity with records management and retention policies and procedures.
10. Skills in coordinating events, trainings, meetings, travel arrangements, and conference calls.