Job description

The Administrative Assistant (AA) will be responsible for assisting HR Coordinator in the human resource department with recruitment of open positions, processing and creating new accounts, support in organizing personnel files and paperwork, and orders supplies/items approved by Management. In addition, the individual is responsible for handling and screening all incoming calls/mail/faxes, taking detailed messages while providing excellent customer service, and greeting visitors and directing them to the appropriate department. The AA will work directly with staff and clients to maintain an organized office, effective communication, and manage front office activities on a day-to-day basis. For Administrative duties, this person will assist with clerical tasks such as copying/scanning, mailing/faxing, taking messages, preparing & scheduling meeting rooms, and various other duties.

KEY RESPONSIBILITIES:

Essential Duties and Responsibilities include, but are not limited to the following:

· Assist in the recruitment of non-direct staff positions.

· Assist HR Coordinator in HR department with recruitment, processing and creating new accounts under the supervision of HR Coordinator for non-direct staff positions

· Maintains confidentiality and privacy of all information received

· Supports in organizing personnel files/folders

· Distribute incoming mail/faxes/emails

· Answers multiple phone lines, discerning the caller’s needs and transfers call to appropriate staff or takes messages as required

· Manages the reception area to ensure effective and timely customer service, attending to telephone calls, and sorting mail

· Ensure that communication and follow-up is, both internally and externally, are conducted and maintained in a professional manner

· Maintains office areas and equipment (copier, fax machine, etc.) clean and organized

· Requests and coordinates kitchen and office supplies, furniture, office equipment, etc. for office staff in accordance with company purchasing policies and budgetary restrictions

· Ensures that the office environment is well maintained for daily operation by submitting service requests to building maintenance/ management or by working with external vendor(s) when applicable

· Manage and handle parking validations, especially during trainings

· Arranges the shipment of all outgoing mail (i.e. final checks, certifications, over-night)

· Resolves various front office issues and complaints

· Maintains conference room calendar and schedule to avoid meeting overlap or double booking

· Organizes conference rooms after meetings to maintain order and cleanliness

• Serves as a point of contact for staff and building management for the safety and operations of agency’s office suite
• Maintains an Excel expense report by department of office supplies purchased. Orders supplies for staff with manager’s approval. Maintains a monthly spread sheet supplies inventory and reports shortages to the manager
• Run errands to buy supplies for luncheons for clinic meetings and trainings
• Monitors cleanliness and functionality of the office space. Provides set-up for all meetings request that are held in the conference rooms. Organizes and maintains supplies inside the conference rooms. Organizes and maintains the agency’s hospitality area used as kitchen space by conducting a weekly inventory of coffee, tea, cups, etc. and orders supplies as needed

· Provides support to multiple departments to assist with special projects as needed

· Prepares emails/letters/correspondences as needed

· Performs other HR related responsibilities under the supervision of HR Coordinator

· Maintains general safety program to include conducting periodic inspections and safety programs on a yearly basis. Reports on all unsafe practices to management and makes recommendations to increase safety and awareness

· Responsible for ensuring that all appropriate notices and policies are communicated to the employees

· Establishes and maintains bulletin boards for the posting of legal and corporate notices

· Assists management in preparing an annual plan of location events and programs to maintain a high level of employee morale

· Verify all non-billable appointments with correct corresponding pay code and tag in ReThink) after completion of each appointment

· Respond to CARE emails within 24 hours

· Ensure schedule is updated on Rethink to reflect any cancellations, make-ups, breaks, meal, and travel time daily

· Other duties as assigned

REQUIRED COMPETENCIES:

· High school Diploma

· Spanish speaking preferred

· Customer service background essential

· Tact, diplomacy, confidentiality, and relationship building are a must

· Ability to work in fast-paced environment; ability to prioritize and re-prioritize tasks

· Excellent interpersonal skills, pleasant phone manner, typing ability (data entry), and familiarity with Word and Outlook are required

· Ability to lift and move boxes, furniture up to 40 pounds

PHYSICAL/MENTAL DEMANDS:

Combination of sitting, standing, bending, light lifting and walking.

• Requires a full range of body motion including manual and finger dexterity and hand-eye coordination
• Requires corrected vision and hearing to a normal range
• Requires the ability to manage stressful situations
• Occasional stress from varying demands

ESSENTIAL FUNCTIONS:

• The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions
• Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication and to make discriminations in sound
• Sedentary Work. Sedentary work involves sitting most of the time
• Visual Acuity. The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data; viewing a computer screen, extensive reading
• While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms. The employee may be required to periodically stand, walk, sit, stoop, kneel, or crouch. The employee may be required to occasionally climb or balance
• Must have the ability to engage in the physical aspects of approved restraint training
• The employee must occasionally lift and/or move up to 20 pounds, and infrequently up to 40 pounds
• The noise level in the work environment is usually moderate

CARE is an Equal Opportunity Employer and is committed to fostering diversity within its staff.

Job Type: Full-time

Pay: $16.04 - $19.50 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• human resources: 1 year (Preferred)

Work Location: One location

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