DescriptionPOSITION SUMMARY: The Administrative Assistant provides clerical support to the administrative offices, as well as excellent internal and external customer service by phone and in person. This position currently has limited contact with mental health clients and Community Partners; some contact with staff members and postal/delivery services. Processes mail, tracks data, prepares routine correspondence, and utilizes a variety of computer programs. Skillfully performs duties with very little supervision.
- Performs duties with very little supervision. Prioritizes tasks appropriately. Asks for direction from supervisor when needed.
- Receipts rent payments, rep payee funds?etc.
- Develops knowledge of agency?s departments and services; directs clients and callers to the appropriate resource. Greets and assists mental health clients and visitors.
- Processes mail for administrative offices and other departments.
- Takes outgoing mail to post office or drop box.
- Demonstrates proficiency with agency computer software, especially MS Office.
- Provides clerical support to program manager and limited staff, reviewing, copying, collating, and assembling documents, making phone calls, etc.
- Prepares meeting minutes and materials for departmental and committee meetings (Safety Committee).
- Prepare documents from hand-written notes, dictation, or recording.
- Drafts correspondence for signature.
- Assists with special projects or other departmental activities.
- Monitors and replenishes paper and toner in the copy machine; clears paper jams; calls technician for service, etc.
- Monitors the fax machine, retrieves and distributes faxes, maintains paper and ink supply.
- May be required to open and/or close building: lock/unlock entrances, arm and disarm security system, troubleshoot error messages in the security system and call for assistance if necessary.
- Handles unexpected situations calmly, without creating a sense of alarm in others.
- Creates and maintains a positive work environment.
- Keeps lobby orderly, straightening reading material and program literature.
- Waters plants in lobby and common areas.
Education and Experience
- High school diploma or equivalent.
- Office experience and a general understanding of the population served.
- Some post-secondary coursework preferred.
- Possess business experience sufficient to meet the demands of the position, including proficiency with a variety of software applications.
- Successfully pass criminal history check.
- Provide proof of current, valid Oregon Driver License, comprehensive automobile insurance, and a safe driving record to use agency or personal vehicle for required duties.
- Use active listening skills with clients, colleagues, and community partners.
- Consistently present a positive, cheerful attitude, and professional dress and demeanor that reflect favorably upon the organization?s image.
- Handle frequent interruptions and changing priorities.
- Use effective customer relations skills, including the ability to work with diverse groups in a stressful environment, displaying an understanding of group dynamics and dealing with stress effectively.
- Practice strong organizational skills and effective use of time.
Job RequirementsEducation Required: High School
Experience Required: Entry Level
Last updated on 06/25/2020
15.00 - 18.00
Are you interested in this position? Please complete our On-Line Application. Please note that your application will remain on file for 90 days for consideration for any of our open positions that match your qualifications.
If you have completed our on-line application in the last 90 days you can send a letter of interest to the recruiter hiring for this position at email@example.com. Please include a copy of your resume with your email or application.
Personnel Source, Inc. is an equal opportunity employer.