Administrative Assistant at Community Link, Inc – Breese, Illinois

SUMMARY:

The Administrative Assistant will perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization thus relieving officials of clerical work and minor administrative and business detail. The Administrative Assistant must embrace the agency's vision, mission, and core values.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Provide support services to administrative and direct service staff to ensure delivery of quality services.

Prepares, organizes, files and maintains all pertinent documents, policies, procedures, contracts, manuals, billing information and databases to ensure adherence to audit requirements and provide staff with easily accessible materials as well as assistance. Compile various reports via databases.

Provide basic support and training to staff regarding some operational activities such as routing of information, bus monitoring and IT including software, hardware and communication systems.

Ensure work flow of daily office routines through the appropriate greeting/directing of customers, answering the phone, routing mail/messages to staff, routing information to homes and guardians, tracking participant monies, recording participant attendance, ordering office supplies, scheduling vehicle maintenance, etc.

Schedules and coordinates program activities including participant and staff meetings, committees, and program events.

Designs and distributes communiqués such as newsletters, monthly calendars, brochures, meeting minutes to staff, participants and families in order to distribute program information.

Protects organization's reputation by keeping information confidential.

Aides in the development of the agency by promoting volunteerism and promoting awareness to the general public in order for Community Link to be a leader in programs and services.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE:

Associate's degree (A.A.) or equivalent from two-year college or technical school; or one-year related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS:

None.

OTHER SKILLS and ABILITIES:

Demonstrated experience in the operation of word processing, database software, and spreadsheet computer software.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; and is regularly required to talk and hear. The employee frequently is required to stand, walk, and sit. The employee occasionally is required to bend stoop, squat, reach above shoulder level, and crouch. The employee occasionally is required to lift up to 24 lbs. The job requires the employee to use the left and right hand for repetitive actions for simple grasping and fine manipulating. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.