About the Role
Position Summary:
The Administrative Assistant provides clerical and organizational support to ensure that daily operations of the business office run smoothly. This position includes answering the phones, managing the reception desk, scheduling appointments, data entry, correspondence and other office related duties. Good people skills and a positive attitude are vital in this position. As the first point of contact, the administrative assistant represents the agency and gives a lasting impression of the agency’s culture. Accuracy and the ability to multi-task are also valuable traits in this position.
Essential Functions and Responsibilities:
1. Ensure knowledge of staff whereabouts and maintain accurate and complete sign-in/sign-out procedures for on-site staff and clients.
2. Notify supervisors, within 30 minutes of daily start time, regarding staff absences/delays.
3. Promptly, accurately, professionally and courteously receive telephone calls and visitors, assuring that all calls/inquiries/visitors are properly directed to the appropriate source.
4. Promptly, accurately, professionally deliver all messages to staff members.
5. Be proficient at using all features of the telephone system and voice mail system and training all personnel in the use of the telephone system, including interns.
6. Assist consumers/staff/volunteers/visitors with parking properly at the main office location.
7. When on duty, ensure the reception station is staffed at all times.
8. Prepare and process outgoing mail to include: accurate weighing, coding, sorting, affixing postage, properly addressing and returning mail which is not addressed to a person on staff or currently being served by the agency.
9. Sign for deliveries when necessary and notify recipients of delivery.
10. As needed, inform supervisor in advance as to supply needs and of any equipment malfunctions. Contact appropriate personnel for maintenance of office equipment/supplies.
11. Ensure that common areas are equipped with office supplies as needed.
12. Ensure that clients get the forms and information about scheduled appointments as needed.
13. Maintain a thorough working knowledge of and adhere to agency policies, regulations and procedures.
14. Keep immediate supervisor well-informed of activities, results of efforts and/or problems (identified or potential) and recommend corrective actions to immediate supervisor.
15. Maintain confidentiality of agency fiscal and personnel related information.
16. Perform routine office tasks necessary for the operation and presentation of a professional office as observed by the supervisor.
17. Complete data entry for NC TOPPS and HMIS data.
18. Exhibit genuine concern for participants and always conduct oneself appropriately and professionally.
19. Develop and maintain comprehensive knowledge of community resources, provide information and referrals when appropriate.
20. Report to work regularly and on time.
21. Assist in other duties as needed and requested by the Administrative Team.
22. Take photo of every new participant and upload the photo to participant file.
23. Order office supplies and toiletries for the client supply closet as needed.
24. Assist the ED with coordinating and posting to social media.
25. Assist with scheduling transportation of clients.
Requirements
General Competencies Required:
1. Demonstrates attention to detail.
2. Identifies and resolves problems in a timely manner.
3. Gathers and analyzes information skillfully.
4. Develops alternative solutions.
5. Uses reason, even when dealing with emotional topics and challenging population.
6. Assesses own strengths and weaknesses.
7. Displays critical/creative thinking.
8. Possesses necessary expertise to accomplish all tasks.
9. Seeks self improvement.
10. Learns new skills to improve job performance.
11. Responds in a timely manner to requests for information, service and assistance.
12. MAINTAINS CONFIDENTIALITY.
13. Demonstrates a positive and productive attitude.
14. Displays self-control and keeps emotions under control, even under pressure.
15. Speaks clearly, listens and gets clarification.
16. Able to read and interpret written information.
17. Writes clearly, accurately and concisely.
18. Conserves agency resources.
19. Works ethically and with integrity.
20. Follows policies and procedure.
21. Completes tasks correctly and on time.
22. Observes safety and security procedures; reports unsafe conditions.
23. Displays willingness to make decisions.
Experience with social media preferred
Experience with marketing preferred
Microsoft 365 experience preferred
About the Company
The Caring Services, Inc. Administrative Assistant provides clerical and organizational support to ensure that daily operations of the business office run smoothly. This position includes answering the phones, managing the reception desk, scheduling appointments, data entry, correspondence, managing the agency's social media and other office related duties. Good people skills and a positive attitude are vital in this position. As the first point of contact, the administrative assistant represents the agency and gives a lasting impression of the agency’s culture. Accuracy and the ability to multi-task are also valuable traits in this position.