Administrative Assistant

GENERAL: The OSO Admin. Assistant at the Child Guidance Center is important to the efficiency and effectiveness of the Center. Good communication skills with visitors, callers and staff make a significant contribution toward a well-run program. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Adheres to the philosophy, values, commitments and practices of the Sanctuary model in guiding the day-to-day interactions with clients, families and staff. Respects and values individual differences and actively supports a culture that embraces diversity, equity and inclusion. Creating a welcoming environment by greeting clients, visitors, staff, etc. upon arrival, ensuring a positive first impression to the organization. Managing, screening, and directing income calls to the appropriate departments. Assisting with opening and closing the office Monday – Thursday. Maintaining the reception area by ensuring the reception area is clean organized and welcoming. Providing Administrative support tasks which may include but are not limited to routine clerical duties such as filing, data entry, typing letters, managing mail, scanning, faxing, copying, ordering office supplies, maintaining office equipment, etc. Assisting clients, visitors, staff, etc. with guidance, answering general questions, assisting with completing intake paperwork, and accepting payments. Monitoring the lobby area for safety, and assisting with security protocols and privacy regulations. Participates in all required trainings (applicable for position) provided by Child Guidance Center. Provides back-up to other Administrative Support Staff which may include but is not limited to assisting with scheduling tasks, canceling appointments, providing back up support for colleagues, etc. Completes other duties as assigned by Direction of Outpatient Clinic Operations or OSO Admin. Team Lead. HOURS AND REMUNERATION: The OSO Admin. Assistant position is a full time position, working forty hours per week with additional time scheduled as needed. The hours between 7:30 a.m. and 6:00 p.m. Monday through Thursday are covered by this position. May need to flex hours to ensure adequate coverage of the office on occasion. SUPERVISORY RELATIONSHIP : The OSO Admin. Assistant is responsible to the Director of Outpatient Clinic Operations or OSO Admin. Team Lead and will work with other staff persons as the work load indicates. QUALIFICATIONS REQUIREMENTS: 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, skills, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. GENERAL : At the time of employment and every three (3) years thereafter, the person shall receive a physician’s certification of adequate health to perform duties. Must have satisfactory background checks and meet federal fingerprinting requirements through the Division of Criminal Investigation and the Abuse Registries (which includes child abuse, dependent adult abuse and sexual offender registries). EDUCATION AND/OR EXPERIENCE: The OSO Admin. Assistant position requires a High School Diploma. Preference will be given to AA degree or experience as a medical office receptionist; or reasonable amount of pertinent training and experience. LANGUAGE SKILLS: Ability to communicate effectively orally and in writing. Ability to effectively present information and respond to questions from superiors, other employees, residents, and persons outside of the organization. The ability to speak a second language is beneficial but is not required. TECHNOLOGY SKILLS: Prefer knowledge of basic computer skills which are essential for day-to-day operations. These skills include proficiency in Microsoft Office, spreadsheets, databases, and internet navigation. As well as a general knowledge of phones, printers, and fax machines. TEAMWORK SKILLS: Must be able to work in a team atmosphere sharing responsibilities, tasks, coordinating work duties to ensure that the fair share of the workload is being distributed equally. REASONING ABILITY: Ability to define problems, multitasking, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of technical instructions, verbal and behavioral interaction, and deal with several abstract and concrete variables. EMOTIONAL DEMANDS: Ability to effectively handle emergency situations and demonstrate flexibility in managing the reception area. The OSO Admin. Assistant will evidence emotional stability and maturity and have the capacity to relate to emotionally disturbed children, their families, other staff members, the public, and other agencies. PHYSICAL DEMANDS: Occasional lifting and/or moving up to 30 pounds. Walking, standing, step climbing and sitting required. Using hands to finger, handle, and feel objects, tools, or controls; reach with hands and arms. Specific vision abilities include close vision, distance vision, peripheral vision, and the ability to adjust focus. WORK ENVIRONMENT: Works in well-illuminated, climate-controlled areas with low to moderate noise level. Periodically exposed to outside weather conditions.