Performs a wide range of administrative and secretarial tasks for the Site Manager of Ashley House in addition to performing business, secretarial and clerical duties in support of the overall operation of the site.
Provide total secretarial support to the Site Manager
Type correspondence, memos, reports, agendas, and other materials by way of electronic or written draft. Proofread carefully and meet applicable deadlines. Maintain copies of all such materials.
Attend meetings, record and circulate minutes as requested.
Create and maintain resident master treatment files.
Maintain filing and organization of discharged resident files.
As requested, send resident reports to Children’s Division, Juvenile Court, or other related agencies.
Initiate correspondence for reimbursement of special non-contractual resident expenses.
Manage and maintain Child Care Worker shift schedules to ensure proper coverage at all times.
In coordination with the Human Resources office, enroll new employees and transmit packet to the STL HR office.
Accurately enters payroll information into the computer system on a bi-weekly basis, transmits the information to the STL payroll office, and helps monitor the system for “payroll exceptions” throughout the week.
Assist with monitoring ETO and ESB usage and reporting for all site employees.
Manage resident and cottage accounts.
Make bank deposits.
Provide secretarial and communication support to the Advisory Board and Auxiliary as requested.
Purchase office supplies as needed and dispense as requested.
Oversee the sorting and routing of incoming and outgoing mail.
Answer telephone in a professional manner and deliver clear messages to appropriate site personnel including telephone number of caller, time, date, message, etc.
Help manage donor gifts for residents-sorting, recording and preparing acknowledgement to donors.
Provide basic support and training for other site staff in computer software and hardware needs.
Assist with risk management and quality improvement activities as requested.
Create and maintain the resident activity calendar. Community with a number of community programs and resources.
Assist with scheduling of residents medical, mental, and dental health appointments. Manage resident calendar.
Perform other duties as negotiated to assist in meeting agency goals and objectives
High school diploma; vocational and/or some college work preferred. Upon employment, must pursue continuing education and/or in-service training required for this position.
Prefer two (2) years prior experience performing similar job tasks
Ability to represent the Site Manager and PCHAS-MO in a highly professional manner through effective communication, verbally and in writing. Ability to handle business matters in a confidential manner; plan and execute tasks in an organized and timely fashion; flexibility to adjust as work demands and procedures change; perform math calculations; proficiency with Microsoft Word software.
Equipment to be Used
Must be able to operate computer using agency specified programs for word processing, data management and spreadsheets; and other office machines such as fax, calculator, telephone, and so on. Must be able to install and uninstall basic, simple hardware and software in computers, trouble shoot network problems, and access appropriate solutions.
Typical Physical Demands
Requires sitting, standing, bending and reaching. May require lifting up to 25 pounds. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, the telephone and other office equipment. Requires normal range of hearing and vision.
Typical Mental Demands
Must be knowledgeable in office procedures, and able to answer questions in a friendly and professional manner.
Must be able to work with people from various ethnic backgrounds in a culturally competent manner.
Must hold a valid driver’s license, have and maintain a risk-free driving record. Must be willing to undergo initial and periodic child abuse/neglect, criminal history, sexual offender, and child care/elder care disqualification list screenings as conducted by the Missouri Department of Health and Senior Services utilizing the Family Care Safety Registry. Upon request must submit fingerprints for review by the Missouri State Highway Patrol and Federal Bureau of Investigation (FBI). Must undergo a pre-employment drug screen and a pre-employment physical with the results showing no evidence of communicable disease.
Works in a typical office setting, and occasionally drives an automobile to conduct site business.
Presbyterian Children’s Homes and Services is a faith-based Christian organization. We provide Christ-centered care and support to children and families in need. We strive to serve like Jesus. We meet our clients where they are and treat them with respect. We focus on our clients’ strengths rather than their problems. And we encourage our clients to focus on their future rather than their past. When we do this well, we help our clients find hope and know the love of God.