Agency:
1. Nurtures positive and collaborative working relationships with other Agency staff as well as outside
providers.
2. Implements the Agency mission, philosophy, core values to direct daily work and decision-making
adheres to agency policy.
3. Cultivates a professional and respectful work environment.
4. Is actively involved and knowledgeable of the Agency’s Performance Quality Improvement
process.
5. Approves time sheets and ensures compliance with Agency and funder guidelines.
6. Accountable for daily activities within the allowable activities approved by the Agency.
Essential Duties:
Include the following, other duties as assigned:
1. Prepares and manages program documents, as requested by the Director.
2. Operates electronic mail systems and coordinates the flow of incoming and outgoing information, as needed.
3. Emails Case Assignment Payment Unit providing required information to open new cases.
4. Exercises customer service skills with all visitors and responds to all departmental inquiries, whether made in person, via telephone or email.
5. Directs individuals in a polite and responsive manner, reflecting a professional and respectful demeanor at all times.
6. Maintains clear documentation of communication with participants and conveys them to the corresponding personnel in a timely manner.
7. Responds to emergency situations in an expeditious and efficient manner according to specified guidelines.
8. Updates the Intact Family Services Census monthly as cases open and/or close.
9. Copies closed cases, then sends to Cintas and DCFS storage and maintains an accurate tracking system to access closed files when needed.
10. Prepares DCFS billing vouchers for reimbursement and submits to accounting by the fifth (5th) of each month.
11. Prepares annual subcontracts confirming that all documents are correct in order to secure services for participants.
12. Prepares invoices and check requests for subcontracts’ payments, DCFS Flex Funds and other program-related processes.
13. Compiles program statistics, data and/or evidence to support the preparation of reports, as requested by the Program Director.
14. Provides oversight and manages program inventory of supplies and equipment (copiers, phone systems, etc.) needed for effective program operations.
15. Provides general administrative support, assisting with photocopies, faxes, and file information as requested by program staff.
16. Manages reception and program entrance areas ensuring it is inviting, welcoming and presentable.
17. Coordinates conferences and meetings, and maintains scheduling and event calendars.
18. Learns to operate new office technologies as they are developed and implemented.
19. Sets up and maintains paper and electronic filing systems for records, correspondence, and other material.
20. Maintains accurate tracking of petty cash flow and secures all required receipts in a timely manner, to ensure accuracy of petty cash ongoing balance.
21. Maintains accurate tracking of transit card distribution made to participants and provides information to Account Department.
22. Participates in bi-monthly supervision with the Program Director and bi-monthly staff meetings.
23. Promptly reports situations that pose a threat to staff, participants or agency, according to the agency’s Incident / Accident Reporting procedures and IDCFS Critical Event Reporting procedures. Works closely with other programs within Casa Central and supports all PQI activities.
24. Provides coverage at the 1343 Reception, as assigned.
25. Performs other related tasks as assigned by Program Director, to fulfill the mission of the program and Agency needs.
General Requirements:
Sensitivity to cultural diversity is required. Will be subject to drug and alcohol screening, as well as aptitude and skills’ testing. 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 perform the essential functions.
Education/Experience:
Must have a certificate from an accredited school of business or secretarial program or a minimum of an associate degree plus three (3) years of prior, documented secretarial or clerical experience.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology; knowledge of modern office practices, procedures. Must demonstrate proficiency in operating office equipment such as fax machines, copiers, and phone systems.
Language Skills:
Bilingual (English & Spanish) strongly preferred; Must be able to understand and proficiently read, write and speak in both languages.
Computer Literacy & Knowledge Skills Abilities:
Computer literacy/proficiency is required. Must demonstrate knowledge of Microsoft Office applications including, but not limited to: Outlook Word, Excel Publisher; use of computers to enter, access or retrieve data and experience with using the internet and web-based data sites. The ability to handle administrative details independently including composition of important letters and memoranda without dictation; and familiarity with elementary principles of business and accounting.
Mathematical Skills:
Minimum High School or GED math skills required. Must be able to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals.
Operating Environment and Working Relationships:
Ability to work independently and collaboratively, as indicated. The Administrative Assistant
interacts regularly with multi-level IFS staff, participants and other staff throughout the agency. Must develop and maintain positive and professional relationships with internal and external stakeholders. Must demonstrate tact, professional composure and diplomacy when interacting with others. Must work collaboratively with diverse populations. Must help to create and maintain a congenial work environment within the Intact Family Services program.
Decision Making Authority:
Under the guidance of the Program Director, the Administrative Assistant must demonstrate the ability to work independently in executing tasks, utilizing good judgment and sound decision-making; must demonstrate discernment regarding issues or situations, which warrant supervisory attention.
In emergency situations, and in the absence of the Program Director, consults with the Vice President of Senior and Community Services.
People Management:
Administrative Assistant does not directly supervise others.
Send resume to virizarry02@iwe.staugustine.edu
Include the title of this listing in your email