PRIMARY FUNCTION/PURPOSE

The Administrative Assistant supports the mission of The Children’s Shelter by managing the reception desk at the shelter by performing clerical and administrative duties associated with operation of the Human Resources department and other Administrative Offices.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Demonstrates strong commitment to meeting the needs of our customers (children, community members, co-worker, donors, managers and volunteers), in a friendly, outgoing and professional manner.

· Responds to customers in a timely and thorough manner; does what is necessary to ensure customer satisfaction; prioritizes customer’s needs and follows up to evaluate customer’s satisfaction.

· Receive telephone calls and visitors, give routine information, and refer callers and visitors to appropriate staff. Take messages and deliver to VP of Direct Care, Shift Supervisor or Program Director or Case Manager.

· Maintain the appointment book; document pending appointments, alert and assist Shift Supervisor of pending daily appointment, complete necessary documents as directed.

· Post scheduled children’s daily activities.

· Post scheduled tours of the facility.

· Post all training announcements, job announcements, weekly menus and Human Resource information as directed.

· Ensure a orderly well stocked breakroom.

· Greet visitors, volunteers, case workers, and police officers arriving at the shelter and direct to the appropriate staff member.

· Identify volunteers using the volunteer roster binder and schedule; ensure volunteers sign in using shelter visitor’s log.

· Ensure all visitors sign in and sign out using the visitors log—no exception.

· During normal working hours, ensure Child Protective Service (CPS) caseworkers visiting the shelter see the Shift Supervisor, Case Manager or Program Director Emergency Care Services before leaving the facility.

· Assist with intakes and discharges as needed/required

· Assist with medication documentation, initialize the appropriate Prescribed Medication Record for medications delivered for children residing in the shelter.

· Ensure the copying machine is maintained, cleaned, supplies on hand to include toner and paper; submit monthly usage reports as required

· Utilize and maintain office equipment, such as copier, fax and computers.

· Maintain and submit correspondence, reports, case management files as assigned by Vice President of Direct Care or Program Director.

· Maintain and order supplies at direction of VP of Direct Care and Program Director.

· Maintain reception desk area clean and orderly at all times.

· Responsible for own personal safety, your co-workers, and others that might enter your work area. Ensure only identified and secured personnel and visitors are allowed in the facility.

· Ensure persons whose behavior or health status presents a danger to children are not allowed at the facility/operation.

· Demonstrates strong commitment to meeting the needs of our customers (children, community members, co-workers, donors, managers and volunteers), in a friendly, outgoing and professional manner.

· Responds to customers in a timely and thorough manner; does what is necessary to ensure customer satisfaction; prioritizes customer’s needs and follows up to evaluate customer’s satisfaction.

· Carry out and adhere to The Children’s Shelter policies and procedures of Trauma Informed Care.

· Perform other specified duties as assigned.

GENERAL EXPECTATIONS

· Maintains an image of poise and professionalism.

· Handles the telephone and visitors in a polite and cordial manner.

· Contributes to building a child welfare system that is safe, secure, and stable; family centered; connected to the community; and which relies on evidence-based practice necessary to support contract services.

· Supports and role-models the strengthening and management of the culture and practices that reflects the organization’s mission, core values, employee promise, and fosters high engagement in staff.

· Adheres to all policies and procedures of the agency and its accrediting and standard setting bodies, such as Council on Accreditation (COA) and state licensing.

· Ensures all processes and tasks completed meet local, state, and/or federal compliance requirements.

· Demonstrates strong commitment to meeting the needs of our customers (children, community members, co-workers, donors, managers, and volunteers), in a friendly, outgoing, and professional manner.

· Builds and maintains strong, collaborative relationships with internal staff, clients, and community stakeholders.

· Maintains client and staff confidentiality per The Children’s Shelter policies and all applicable codes of ethics.

· Meets assigned deadlines and follows through on assignments.

· Learns, understands, supports, and demonstrates The Children’s Shelter mission, vision, and values.

· Demonstrates the Trauma Informed Care principles and utilizes with peers, clients, and external stakeholders.

· Understands and demonstrates the Praesidium best practices to ensure the safety of clients.

· Promotes teamwork within team, program, and agency.

· Promotes and demonstrates appropriate respect for cultural diversity among coworkers and clients.

· Attends and successfully completes mandatory training as defined in positions training matrix by the assigned deadline.

· Uses outside professional collaboration and intra-agency teamwork appropriate to the agency.

· Avoid all conflicts of interest, real or perceived.

· Attends work in accordance with the agency leave policy.

EDUCATION AND EXPERIENCE

· High School Diploma or equivalent required; associate or bachelor’s degree preferred.

· Five or more years of experience in a customer service, administrative, or receptionist role preferred.

· Bilingual in English and Spanish is a plus.

KNOWLEDGE, SKILLS, AND ABILITIES

· Ability to document activities/messages clearly and accurately.

· Good public presence and telephone manner.

· Effective verbal and written communication skills.

· Knowledge of principles and practices of organization, planning, records management, and general administration of a professional office.

· Skill in organizing work in a responsible way in an environment with multiple challenges and priorities; effective time management skills.

· Ability to consistently communicate clearly and calmly with staff, visitors, donors, and others, both orally and in writing.

· Proven sustainability to work collaboratively with other staff members, service providers, and professionals.

· Ability to establish and maintain effective relationships.

· Ability to engage and communicate effectively with persons from diverse cultures and communities, including children/youth, their parents, supervisors, administrators, and community stakeholders.

· Ability to operate a personal computer and use various software packages.

· Strong computer skills in Microsoft applications, including Microsoft Excel, Word, and Outlook

· Ability to prepare clear and concise reports.

· Successful clearance of a criminal background check, including fingerprinting and drug testing.

· Maintains current driver’s license.

· Must have access to reliable and safe transportation for self.

· Able to lift up to 25 pounds.

DESCRIPTION OF THE WORKING ENVIRONMENT

The working environment is primarily inside and seated at reception desk. Some work assignments are completed outside the office setting. Scheduled for 40 hours per week Monday through Friday from 8:00am to 5:00 pm with some evening and weekend work possible.

EEO STATEMENT:

The Children’s Shelter is an equal opportunity employer. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Please let us know if you require reasonable accommodation to complete the application or any part of the hiring process.

DISCLAIMER:

This is not an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements, or working conditions. While this is intended to accurately reflect the current job, The Children’s Shelter reserves the right to revise the job or to require other or different tasks to be performed as assigned. Employee (s) must be able to perform the position's essential functions satisfactorily. If requested, a reasonable accommodation will be made to enable employees with disabilities to perform the essential function of their job, absent undue hardship.