Administrative Assistant

Position Summary:

To provide administrative support to all treatment programs, as required.

Essential Job Functions:

• Perform secretarial duties for Program as requested including:

• Drafting and editing correspondence, memos and forms.

• Duplicate materials as needed

• Distributing faxes.

• Maintenance of a filing system.

• Setting up databases.

• Preparing reports, Daily Population Sheets, etc.

• Refer incoming calls to appropriate staff, fill-in message form completely and distribute messages according to established procedure.

• Screen, receive and greet office visitors and direct to the proper staff.

• Answer non-technical inquiries regarding general information about programs.

• Responsible for maintaining an inventory and distributing office supplies monthly.

• Prepare and maintain standard operating procedures manual for programs

• Manage ordering and purchasing of supplies, food, work and service orders.  Prepare and process all check requests for program purchases

• Maintain Petty Cash.- managing requests for petty cash, receipts, reconciliations and reimbursements;

• Accounts Payable-

  • Process all  vendor invoices,  credit card expenses etc. using proper Village VIPIR/WestCare protocol
  • Prepare and make agency deposits. Prepare Deposit Summary forms.
  • Prepare weekly express mail packet to be sent to WestCare Accounting Department every Friday.
  • Maintain and update accounting department files.
  • Maintain an accounting procedure manual.  Update as tasks are revised.
  • Accounts Receivable –
  • Prepare and process invoices for payment, making the necessary adjustments. Maintain invoice summary report for all programs.
  • Prepare billing for Treatment fees and Halfway house rent and record all payments received

• Monitor progress of repairs to the Facility.  Follow-up with maintenance department to ensure maintenance work is completed.

• Assist with monitoring of clients by following Therapeutic Community processes.

• Work with Food Services Department enforcing food service protocols for maintaining food supply inventory and menus

• Maintain inventory of all equipment, furniture, and fixtures for programs.

• Perform other duties as required by Supervisor.

Essential Qualifications:

Certifications/Licenses:

Education:

Bachelor’s degree preferred, at last 3 -5 years of administrative and secretarial procedure experience.  Proficient in Microsoft Office programs.  Demonstrate ability to interpret policies and procedures.  Type at least 50 wpm. Work independently. Must have a working knowledge of general office procedures. Strong organizational skills and good follow-up skills

Experience and Competencies:

Working Conditions:

• Work is primarily performed in an office or residential treatment setting; and
• Some outdoor activities may be required.

Working Conditions:

• Work is primarily performed in an office or residential treatment setting; and
• Some outdoor activities may be required.

Essential Physical and Mental Demands of the Job

• The employee must be able to perform the following essential duties and activities with or without accommodation:

Physical Demands:

• Requires mobility and physical activity. Having an adequate range of body motion and mobility, to work in the office environment including standing and walking (even and uneven surfaces) to interact with co-workers in the office environment, sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 30 pounds. Constant use of a computer and telephone system is required, which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). Requires the ability to operate a motor vehicle.

• Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, and the public and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.

• Requires hearing:  Hearing is required to receive and communicate detailed information through oral communication.

• Requires seeing: Clarity of vision at 20 inches or less as well as vision adequate for driving a motor vehicle. This factor is required to complete paperwork for many of the employee’s essential job functions and when driving a motor vehicle.

• The normal work routine may involve exposure to human blood, body fluids or tissues. Job duties may include performing or assisting in emergency medical care or first aid.

M****ental Demands:

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.
• Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels to exchange ideas, information, instructions, and opinions.
• Requires the ability to work under stress and in emotionally charged settings.
• The ability to defend oneself and clients in mentally/verbally abusive situations using approved mental/verbal de-escalation techniques.