Administrative Assistant

ESSENTIAL JOB FUNCTIONS

• Provides general administrative/project support for the Early Intervention (EI) Program Manager and staff.
• Compiles and maintains records and forms for all participants.
• Drafts and distributes correspondence for the Program Manager and professional staff.
• Coordinates incoming and outgoing mail.
• Coordinates and maintains the storage and destruction of records.
• Inputs and maintains participants’ information into the Program and Department of Health-Early Intervention Section (DOH-EIS) databases. 
• Compiles and prepares information for all reporting periods.
• Provides information and assistance to callers and visitors. 
• Attends, participates in, and takes minutes for meetings.
• Creates and modifies forms for program operations/events.
• Maintains office and program supplies and equipment. This includes scheduling repairs, ordering supplies, and conducting an annual inventory. 
• Serves as Petty Cash Fund Custodian as outlined by ESH. 
• Prepares and submits invoices and request for payment forms.
• Processes forms/documents from employees, including timesheets, mileage reimbursements and annual requirement documents.
• Serves as back-up for Data Clerk.
• Attend, participate and collaborate in organization as well as department meetings, training, volunteer (and practicum) programs and events
• Assists with other department duties as outlined by manager
• Assists in maintaining a clean, hygienic, safe and “childproof” environment. Reports any safety concerns to the Program Manager.
• Must report in person to assigned office location a minimum of 3 days per week, up to 5 days per week, dependent on program needs as directed by management team.
• Must report in person to assigned office location within 24 hours as directed by EIS.

QUALIFICATIONS

Minimum Education, Experience & Training Equivalent to:

• High School diploma or GED required.
• Minimum one (1) year experience in administration.
• Associate’s degree from an accredited college or university preferred.

Knowledge & Skills: 

• Understanding and compatibility to interact with families, professionals, and paraprofessionals.
• Understanding of, and respect for children with special needs and their families.
• Positive public relations attitude and approach when interacting with those served and the general public.
• Exercises confidentiality and discretion pertaining to the work environment and maintain all HIPAA requirements.
• Appropriately interprets and implements policies, procedures, and regulations of ESH; training provided.
• Works independently and takes initiative to complete assignments.
• Operating knowledge of a computer, applications and software, standard office and Microsoft (Outlook, Word and Excel).
• Typing at a minimum of 60 word per a minute.
• A commitment to the values of the organization while demonstrating good judgment, decision-making, flexibility, patience and discretion when dealing with confidential and sensitive matters.
• Work comfortably with individuals at all levels within the organization.
• Handles multiple tasks, adheres to timelines, and processes urgent projects while maintaining an attention to detail.
• Responds appropriately and immediately to emergencies as defined by ESH Emergency Procedure Guide/Safety Manual.

Physical Requirements:

• Stand or sit for extended periods of time, stand for up to 6-8 hours a day.
• Frequent speaking and listening to clients, staff, and others in the workplace.
• Utilize computer, cell phone or desk phone and scanner/printer.
• Frequent proofreading and checking documents for accuracy.
• Must be able to communicate effectively within the workplace, read and write using the primary language within the workplace.

CONDITIONS OF EMPLOYMENT

• Must obtain and maintain criminal record clearance through the Department of Justice (DOJ). The People & Performance Department must analyze DOJ/FBI live scan reports in accordance with applicable Federal, State, and Local laws, as well as fitness for the position.
• Must pass health screenings, obtain vaccinations and clear TB testing based on company policies.
• Must obtain and maintain clearance through the Office of Inspector General.
• Must attend all required training.