Administrative Assistant – part time

UMFS is seeking a part time Administrative Assistant to support the South & West Region. This person will be based out of South Hill, but will occasionally travel to Farmville.

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.

 

RESPONSIBILITIES OF ALL EMPLOYEES – PROFESSIONAL COMPETENCIES

 

Customer focus – Must demonstrate that customers including but limited to local LEA’s, FAPT DSS, families, community supports, and clients are a high priority. Able to effectively manage difficult or emotional customer situations. Respond to requests in a timely and effective manner. Provide quick resolution to customer issues and solicits customer satisfaction feedback.

 

Interpersonal skills – Establish and maintain positive effective relationships with a variety of diverse groups/individuals. Offer assistance and support to colleagues. Respects the dignity and worth of every person and is sensitive to the needs, feelings and capabilities of others including their viewpoints. Resolve conflict by interacting in a non-threatening, respectful and calm manner.

 

Teamwork – Coordinates with and informs treatment team members of plans and actions, follows through on commitments, and accepts personal accountability for results. Exchanges ideas and provides supportive contribution to move the team forward.  Willingly volunteers to assist team members.

 

Feedback – Listens to feedback without being defensive and keeps an open mind. Acknowledge feedback and commit to using suggestions to improve. Must be willing and able to present supportive and direct feedback suggestions to others for the purpose of improving.

 

Accountability & Reliability – Takes ownership and responsibility for decisions, actions and results, delivers on commitments. Acknowledges and learns from mistakes, takes appropriate action to fix problems and reduce future errors. Demonstrate regular and punctual attendance including to all scheduled meetings.

 

Initiative – Must display a sense of urgency to effectively and efficiently complete a varying workload in a timely manner. Initiates actions without being told, handles unexpected situations, and volunteers to assist others. Is proactive vs. reactive.

 

Self awareness – Ability to identify and regulate the impact of your emotions on others and identify and manage the emotional reactions of others. Accept constructive feedback and make appropriate changes. Ability to remain focused under stress, exhibiting professional conduct and appropriate boundaries. Projects a realistic self-confidence of abilities.

 

Adaptability – Ability to adapt to change and respond to setbacks positively and with minimal disruption. Able to manage a variety of different tasks appropriate for the position. Can learn new processes/systems quickly, willing to experiment with new technologies, and embrace the challenge of unfamiliar tasks.

 

Problem Solving – Ability to proactively identify issues and take action by analyzing all the information skillfully to persistently pursue possible solutions. Can think of “out of the box” alternatives to meet service or client needs. Uses sound judgment about when to take action and when to seek guidance.

 

Compliance & Quality – Must ensure accuracy, meet established deadlines of work, produce a quality product and show commitment to continuous improvement efforts.  Able to learn, understand, and comply with all program, agency, licensure, and COA policies, procedures and regulations.

 

Communication skills – (Verbal & Written) Verbal skills: organizes, expresses and disseminates information clearly and concisely. Conducts or contributes to effective meetings. Effectively presents information, train, or respond to questions from groups and the general public.Written: read and interpret a variety of clinical documentation, professional periodicals, or licensing regulations.  Ability to interpret therapeutic and treatment data effectively and accurately to document home visits and other applicable situations. Ability to accurately complete a variety of documentation as required for the position using correct grammar and the appropriate content.

 

Cultural Sensitivity

Maintain and support a discrimination free environment. Display sensitivity and responsiveness to cultural differences present in all professional contacts.

 

Engagement – Personally connects and demonstrates passion for Agency mission, vision and values. Ability to inspire others by positively interacting and recognizing others accomplishments. Establishes collaborative relationships throughout the agency and externally to achieve Key Performance Indicators.

 

 

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