Administrative Assistant

Job Summary:

We are seeking several Administrative Assistants to work for our ORR Shelter Program in Baytown. As the AA, you will be responsible for the overall management of administrative, clerical, and operational functioning of the department. All duties will be performed based on professional training and experience with minimal supervision. The AA is a full-time position, directly supervised by the Program Director or Designee and is subject to work overtime.

This position is responsible for using sound professional judgement and best practices to ensure quality services are provided to the service population while maintaining compliance with established state and federal standards. To successfully perform this job, the employee may be expected to perform the following, with or without reasonable accommodations in accordance with the Americans with Disabilities Act of 1990.

Success in this position calls for him/her to have a welcoming attitude and pleasant personality with excellent communication and multitasking skills and a strong work ethic.

Essential Functions:

• Facilitate meetings, contribute to planning and decision making, coordinate project resources and liaise with project stakeholders to collect and disseminate project information.
• Participate in project work groups and committees, providing recommendations to achieve the team's goals.
• Deliver engaging, informative and well-organized presentations, provide status reports and progress updates as needed.
• Work with program staff to assist with evaluation of program's apostrophe with measurable goals and objectives, assist with monitoring toward achievement.
• Assisting with Community Relations by securing outreach events, assisting with preparation, and assigning staff to attend.
• Assisting case managers and clinicians in maintaining timely and accurate file documentation and data entry that meets the requirements of all programs.
• Meet all deadlines required by program supervisor and state/federal partners.
• Assist as needed with screening all incoming visitors, emails and phone calls.
• Type and design general correspondence, memos, charts, etc.
• Proofread copy for spelling/grammar, and layout, making appropriate changes.
• Responsible for accuracy and clarity of final copy.
• Report any suspected abuse or neglect to the program supervisor and all appropriate state and county enforcement agencies.
• Ensures all essential parties are notified of crisis situations and keeping open communication.
• Respond sensitively and competently to the service population's cultural and socio-economic characteristics.
• Communicate effectively in writing and verbally in English and Spanish.
• Work in a fast-paced environment.
• Maintain computer literacy required to meet the responsibilities of the position.
• Work effectively and without intensive supervision both independently and as a member of a multidisciplinary team.
• Travel as needed.
• Manage time effectively and efficiently.
• Able to react professionally and productively to change and handle other essential tasks as assigned.

Qualifications:

• Must be at least 21 years of age at the time of hire.
• High School Diploma or GED equivalent required
• Five or more years administrative experience to include: advanced skill level in Microsoft Word and Excel; and experience with data entry and client documentation and maintenance of client files. preferred
• Advanced skill and experience in managing multiple databases preferred
• Bilingual (English/Spanish) is preferred
• Maintain current licenses and certificates required for the position including but not limited to: First Aid, CPR, Other
• Cleared Tuberculosis test results.
• Cleared background check from appropriate entity.
• Cleared pre-employment and random drug test results and maintain emotional control and professional composure at all times.

Physical Demands:

Must be capable of bending, stooping and lifting up to 10-15lbs to complete some of the daily tasks.

Job requires extended periods of sitting and use of various office equipment.

Work Environment:

Work is at a youth care facility at which minors receive multiple services. Noise levels vary from mild to moderate. This position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time.

EEO Statement

It is the policy of Hands Of Healing to provide equal employment opportunity and treat all employees equally regardless of age, race, creed/religion, color, national origin, immigration status or citizenship status, sexual orientation, military or veteran status, sex/gender, gender identity, gender expression, disability, genetic information or genetic predisposition or carrier status, marital status, partnership status, victim of domestic violence, sexual or other reproductive health decisions, or other characteristics protected by applicable law.

No Phone Calls

Job Type: Full-time

Pay: From $17.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person