The Administrative Assistant will work to provide administrative support to the program overall. This position will initiate and coordinate the clerical, billing, and database functions, secretarial functions required in effective implementation of administrative policies and procedures of Sunbeam Family Services.
All employees and volunteers are expected to be sensitive to our client’s cultural and socioeconomic characteristics, reflect Sunbeam Family Services core values and to perform at Sunbeam’s standards of excellence at all times. Our core values are:
Champion Spirit – We work like a champion every day: paying attention to details and performing with excellence
Servant Heart – We exhibit humility in serving everyone; no job is below anyone and we all pull together to get the work done.
Sunny Attitude –We bring a smile and a positive attitude. We treat each other with respect, ensuring an energized work environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Promoting, encouraging and displaying examples of leadership for the agency in accordance with the agency mission driven, employee first culture.
Demonstrating capacity for providing developmentally appropriate and evidence-based practice, for exemplifying the values expected within the program, and for promoting the mission of the organization.
Perform daily clerical duties, including answering and screening telephone calls, taking messages, sorting and distributing incoming mail and faxes, copying and collating.
Greet and assists all visitors/callers in a courteous and helpful manner.
Effectively prioritize projects delegated by a variety of staff to accomplish tasks in the timeframe specified and at a high level of quality.
Receive program specific paperwork from various individuals and distribute to appropriate program in a timely and organized manner.
Demonstrate capacity for providing developmentally appropriate practice, for exemplifying the values expected within the program, and for promoting the mission of the organization.
Follow systems to effectively organize information and provide it to others as needed.
Accurately communicate information in e-mail, memos and other written and verbal correspondence.
Provide clerical support to other administrative assistant levels; i.e. minor word processing of a routine nature, assisting in mass mailings, typing address labels, shredding confidential documents, etc.
Manage multiple program support needs, which may be assigned simultaneously.
Ability to switch tasks spontaneously.
Order office supplies, copier toner cartridges, etc. (Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies)
Design and edit drafts of correspondence, reports, forms, charts, memos, and other documents, as needed.
Contribute to team effort by accomplishing related results as needed
Provide various back-up duties to Counseling Administrative Assistant:
Stock 2nd floor lunch room with necessary supplies, i.e. paper plates, cups, napkins, and flatware.
Assist with catering and supply needs to facilitate meetings.
Perform billing processes where applicable and works to collect receipts from various pay sources.
Processes all requests for Release of Confidential/Medical records to ensure policy is followed regarding the law when specifically assigned.
Check in counseling clients as needed.
Processing of referrals, referral relations and internal referrals.
Intake of new clients both in person and over the phone when needed.
Ensure all reports and records are maintained accurately and promptly.
Perform other duties assigned and reasonable within the scope of the duties listed above.
Additional duties as needed in keeping with our mission, vision and values.
EDUCATION AND/OR EXPERIENCE
AA/AS in business or related field preferred.
Prior experience with office/general administration preferred.
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills
Prior experience with HIPPA
ADDITIONAL JOB REQUIREMENTS
Clearance of background checks and drug screen.
Bilingual English/Spanish preferred.
SKILLS AND ABILITIES REQUIRED
Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
Work requires an extensive knowledge of office functions and an excellent command of the English language. Bilingual Spanish/English a plus.
Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 1+ years related experience.
Must be able to create concrete plans for area of responsibility in both the short (immediate to 3 months) and long (3 months to 1 year) term that demonstrate an understanding of the needs of a situation and the future implications of decisions.
Must be able to identify the actions necessary to complete tasks and obtain results; understand and maintain a balance between results, process and relationships in accomplishing tasks.
Must have knowledge of a variety of computer software applications in database, word processing, spread- sheets, and presentation software.
Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Establishes and maintains a reflective relationship for learning with the supervisor that is characterized by regularity, clear expectations, mutual sharing and feedback about the challenges and opportunities presented in the day-to-day work.
COMPUTER EQUIPMENT AND SOFTWARE REQUIREMENTS
Intermediate knowledge of computer applications, including word-processing software in a Windows environment and the ability to learn and master other computer technology /software pro- grams as needed.
Experience in use of standard office equipment.
CERTIFICATES, LICENSES, REGISTRATIONS
While performing the duties of this job, the employee must be able to sit over long periods of time and be able to talk, hear, sit, stand, walk; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch, or crawl and lift and or move items of up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Must have excellent command of English language and grammar, both verbal and written. Must be able to manually operate and use a computer. Must be able to clearly hear and understand telephone conversations.
The employee will work in a fast paced office environment, in close quarters with other staff and small children. Employee may expect exposure to strong odors such as poor hygiene. The noise level in the work environment varies from quiet due to counseling session needs, to moderate to loud; frequent chaotic situations will occur, as well as situations with individuals from the community who may need information and assistance in keeping with our mission, vision and values.
The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. These statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel or candidate and may be subject to change at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To Apply for this Job:
Please visit https://sunbeamfamilyservices.org/careers/ to apply.