Administrative Assistant/ Office Assistant

Provides coverage as the receptionist in the Administration Building. The primary function of this position is to perform the duties of a receptionist in a gracious, friendly, professional manner. This includes answering, screening and forwarding telephone calls and being responsible for maintaining a "physical presence" at the front desk to provide appropriate customer service to greet, screen and direct the public as they enter the front door. This position requires serving the needs of co-workers including but not limited to: answering questions, reserving and assigning vehicles for transportation, handling incoming and outgoing mail, filling request for and maintaining the records for the petty cash account, handling miscellaneous clerical tasks and any other duties as deemed necessary by the Executive Director and / or Deputy Director.

JOB DUTIES AND RESPONSIBILITIES:

Promote and represent the Mission Statement, Core Values, Operating Values and Image Standards.
Maintain professional appearance on the job and in the community by dressing appropriately; maintain our image in the community through appropriate moral behavior and associations.
Receive, screen, and transfer / forward incoming calls appropriately; take and distribute telephone messages.
Maintain a physical presence at the front desk (or arrange for fill-in coverage in your absence) at all times during normal working hours for appropriately greeting and providing services to the public, co-workers and residents.
Greet and direct visitors, court and county representatives, case managers, Casa(s), etc.; handle any applicant related task.
Maintain volunteer and visitor log. Acquire any necessary photo ID's of visitors and maintain a file.
Maintain client's schedule of allowance worksheets, distribute allowance requests and reconcile allowance petty cash.
Handle all daily incoming and outgoing mail; maintain postage meter and deliver outgoing mail to the post office at the end of the day.
Distribute, maintain and balance the petty cash account daily, under the supervision of the Accounting Manager.
Update campus phone directories, cell phone numbers, extensions and e-mail addresses
Assign and track employee 4-digit long distance telephone usage codes.
Maintain weekly client list of admissions, discharges and transfers in Excel.
Create the daily "free lunch program" lists of clients and employees; distribute to the appropriate person in food services.
Oversee the use of all office equipment in the copy room; clean the employee refrigerator and discard any food left for more than 1 week.
Maintain supply room, track supplies to be reordered; place any necessary orders or notify the appropriate person for reordering.
Be responsible for the security and safety of all front desk keys and safe room; secure the front, kitchen and back door at the end of each work day.
Schedule usage of the conference room and the training center.
Receive IARCA communication by email and distribute.
Handle all incoming faxes confidentially; distribute to appropriate individuals and / or programs.
Collect information; create, print and distribute weekly News and Notes.
Update and maintain the website as directed by the Executive Director.
EDUCATION, TRAINING AND EXPERIENCE

High school diploma required.
Experience with Microsoft Office.
A valid driver's license. (May be required to have driving record approved by the insurance company.)
CPR certified prior to completion of initial training.
Must complete initial orientation training prior to assignment.
Twenty hours of continuing training per calendar year.
PHYSICAL DEMANDS AND WORKING CONDITIONS:

Is able to accept constructive feedback.
Has a positive attitude toward work.
Has the ability to communicate effectively.
Has the ability to follow verbal and written instructions.
Has the ability to maintain strict confidentiality regarding records and information associated with all aspects of the Agency.
Possesses integrity and initiative, is tactful, helpful, courteous, dependable, flexible, efficient, cooperative, and needs minimal