Description:
ESSENTIAL FUNCTIONS
To assist the Director of Administrative Operations with operational functions the administrative office and to assist with the basic needs human resource documentation
ORGANIZATING AND COORDINATING
Screening/Intake
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Attend activities such as but not limited to: job fairs, business after hour socials, agency fund raising and community awareness events.
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Assist with the retrieval of necessary documentation for the needs and purposes of the human resource department for employment screenings.
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Schedule and conduct pre-employment screenings for perspective employees.
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Assist human resources in the development and implementation of orientation for employees.
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Request and collect pre-employment documentation from newly hired employees during trail period.
Interfacing
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Ability to communicate and work with team members to provide guidance and assistance to new team members.
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Ability to answer and transfer direct, and document all messages that enter the agency.
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Represent the agency cleanliness, punctuality, sportsmanship etc…
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Maintain positive public relations with vendors, clients, as well as other community officials.
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Participate in department and company employee meetings.
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Provide frequent feedback and positive reinforcement to participant
Linkage
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Establishes and maintains positive and professional relationships with community supports and stakeholders (Police Department, Hospitals, School Faculty and Administration, etc)
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Provides linkage to equipment service providers and monitors progress thru completion of task.
Monitoring
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Maintains office equipment and supply inventory and assesses the functioning of office equipment, secures maintenance assistance for needed repairs for equipment
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Records and transcribes board meeting minutes
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Keep record of all program equipment
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Creates, updates and maintains client database
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Assists with arranging staff trainings
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Monitors Risk Management safeguards
- Monitors office environmental/climate controls
- Monitor individual participant portfolios and report needed adjustments to Program Coordinator
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Monitor the progress of each weekly lesson plan and report any findings to the Program Coordinator
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Maintain a behavioral management system that helps develop self control and respect
Direct Service
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Carries out clerical/secretarial functions such as: typing correspondences and reports (memos, letters, ect.), provides data entry, routes incoming mail, schedules administrative meetings, fields incoming calls
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Facilitates and arranges employee orientation
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Maintain accurate employee records
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Assists with facilitating and coordinating agency-wide activities
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Maintains a monthly calendar of events and activities for the main office and any branch offices
ADMINSTRATIVE
Documentation/Record Keeping
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Maintain accurate employee records
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Documentation of any Unusual Incident as it pertains to emergency telephone calls from participants’ parent/guardian(s).
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Maintain accurate employee database as it pertains to contact information.
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Keep documentation of all maintenance for office equipment.
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Ensure that every visitor, and employee document the time entered and exited the facility.
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Creates, updates and maintains client database
Agency-Activities/Training/Other
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Attend and participate in all initial and on going training
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Actively participate in orientation and staff training, assigned staff meetings
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Attend “All Staff” meetings
Requirements:
Physical Requirements Rarely Occasionally Frequently Regularly
(0-12%) (12-33%) (34-66%) (67-100%)
Seeing: X
Hearing: X
Standing/Walking X
Climbing/Stooping/Kneeling X
Lifting/Pulling/Pushing: X
Grasping/Feeling: X
QUALIFICATIONS
Education: Completion of a high school diploma or equivalents
Experience: 2 year or more in a clerical service related field
Credential: N/A
Required Knowledge, Skills and Abilities
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Ability to communicate and work with children with varying ages and skills; and provide necessary guidance, support, and supervision to participants at all times.
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Mathematics and language arts proficiency
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First aid and CPR certified
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Passion to make a positive impact on the lives of children in the community and to educate them to proficiency
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Visual and auditory ability to identify and respond to environmental and other risks related to an activity.
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Excellent communication and organizational skills
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Able to work collaboratively with teams
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Demonstrated reliability regarding attendance and work performance
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Ability to be creative, flexible and adaptive in ALL activities and responsibilities
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Must be a team player
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Must want to help address the needs of the community
