Administrative Assistant

SUMMARY

Provide administrative support to the department and/or Agency by performing the following duties. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

FIRST POINT OF CONTACT

Field and direct incoming phone inquiries regarding services provided by UMFS.

Greets visitors, ascertains nature of business, and conducts visitors to appropriate person. 

COMMUNICATIONS

Generate mass mailings and emailing to families for various events and communications.

Point person to receive responses and RSVP’s to invitations, trainings and various events. 

DATA ENTRY

Key confidential data into Harmony.

Generate routine reports from Harmony.

Manage on-going updates of client documents for files.

FILE MANAGEMENT

Assist with managing files of families and clients.

Audit documentation for signatures and completion before filing.

Accurately file confidential documents for all programs and clients.

Develop and implement systems to support social workers with compliance of documentation regulations.

Scan and archive closed files into electronic format.

Assist Quality Improvement chair with managing systems related to audits and compliance.

ADMINISTRATIVE SUPPORT

Create binders for pre-service training classes.

Create files for new families and clients.

Work independently and within a team on ongoing and special projects.

Negotiation of event locations and purchases.

Maintain supplies and ordering for office and staff.

Distribution of mail.

Assist with scheduling, logistics and purchases needed for trainings and other events.

Schedule and organize staff meetings and trainings. May be responsible for travel arrangements.

Compile and type reports, record minutes of staff or other meetings.

Participate on special committees for staff activities and celebrations.

QUALIFICATIONS 

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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

EDUCATION and/or EXPERIENCE

One year certificate from college or technical school; or a high school diploma and three to six months related experience and/or training; or equivalent combination of education and experience and skills.  Ability to understand and effectively use computers and other office equipment as outlined in job description.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid driver’s license with acceptable driving record and proof of auto insurance.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear.  The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms.  The employee is occasionally required to stand; walk; climb or balance; stoop, kneel,  or crouch. The employee must occasionally lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office area provided with sufficient supportive equipment.  Periodic travel may be required. The noise level in the work environment is usually moderate. This is a drug free work environment.  See Agency Employee Handbook, Substance Abuse, for clarification.

EOE