Position Concept
This position entails substantial responsibility both in terms of work assignments and the level of confidentiality necessary to be maintained. This individual serves as the Administrative Assistant to the CPS Program Director and supervises the Child Safety Administrative Assistants. This individual is responsible for establishing and managing multiple project schedules and must be able to work closely with multiple individuals to assess program requirements and is independently responsible for establishing project schedules and maintaining schedules to meet multiple deadlines. This individual will utilize a variety of organizational, data management and social skills in the performance of duties, which involve working closely with all levels of corporation staff, other social service organizations and representatives of the community.
Essential Functions
- Provide administrative assistance to the CPS Program Director, which includes designing systems to assure timely completion of program requirement and serving as the secretary to take minutes for scheduled meetings.
- Coordinate the work flow of the CPS Administrative Assistants and review their work product.
- Provide training as needed for the CPS Administrative Assistants.
- Track outstanding issues and requests for follow-up, including required program reports, scheduling meetings, and reminding the Program Director and supervisors of meetings and deadlines.
- Design and implementation of data management and analysis required for mandatory reporting.
- Compose and compile correspondence, reports, projects, articles and other materials and assure accurate and timely distribution.
- Coordinate assignment and completion of all tasks delegated by the Director to program supervisors.
- Follow up to ensure timely completion of corporate activities.
- Type from rough drafts, notes or oral instructions everything from simple memos to complex budget materials and reports.
- Organize, maintain and up-date files, contacts, and calendars for both the Program Director using both computer and paper systems.
- Design and implement project management strategies to insure timely completion of required tasks and timely response to requests.
- Answer telephones promptly and in an appropriate manner using tact and courtesy. Apply knowledge of the Organization’s programs and resources in taking messages and giving information. This will involve routing emergency calls to the proper personnel, quickly and efficiently.
- Dependability. Arrives to work on time, uses sick and annual leave according to established policies, completes paperwork and projects within deadlines.
- Flexibility/Initiative. Exhibits willingness to assist colleagues, assumes additional responsibilities willingly, works varying hours to meet client accessibility and recommends program changes and improvements.
- Teamwork. Maintains an overall work attitude of cooperation and professionalism in all interactions with agency staff and community professionals. Communicates and interacts appropriately with colleagues. Follows through with paperwork to ensure smooth operations with Agency and CBC.
- Professionalism. Conducts self in a professional manner with colleagues, peers, and clients. Demonstrates professional behavior toward clients consistent to the enhancement of the client’s dignity and well-being. Upholds established policies and professional standards of conduct.
- A high level of accuracy with data processing.
- A work ethic that insures effective and consistent completion of tasks.
- Supports and adheres to the five client promises.
Other Duties Include, But Not Limited To
- Organization policies and procedures especially those dealing with confidentiality according to state laws, professional and contractual standards, and HIPAA regulations.
- Participate in training and development activities as required.
- Complete all mandatory Health, Safety and Emergency Preparedness Trainings.
- Remain current on training and documentation requirements. Promote a culture of continuous quality improvement.
- Compliance with all company policies and procedures.
- Obtain familiarity with company mission and adherence to the company’s philosophy of continuity of quality care.
- Interact in a professional manner with staff from other agencies in order to build relationships and develop necessary services for clients.
- Must not present a direct threat to the safety or health of self or others.
- Report any acts, incidents or conditions that reflect the possibility of inappropriate youth-to-youth or staff-to-youth relationships.
- Report any use of physical force and all unusual incidents per Eckerd policy and state guidelines.
- Meet the minimum requirement and demands of the position, including funding goals and objectives.
- Attendance and punctuality are prerequisites of satisfactory performance.
- Perform other duties as assigned.
Position Specifications
Education: High school diploma or equivalent required. One or more years of college preferred.
Experience: Two years general office and administrative experience required. Previous experience as a Project Manager, or Executive Assistant. Any combination of training, education and experience, which provides the required knowledge, skills and abilities. Knowledge of relevant DCF regulations, Medicaid/Medicare regulations, and accreditation standards helpful. Experience in alpha and numeric filing systems.
Knowledge/Skills/Abilities: Detail oriented, excellent verbal and written communication skills. Ability to interpret, adapt and apply guidelines and procedures. Ability to work independently and utilize initiative, ability to be organized and to meet deadlines. Ability to monitor and prioritize several concurrent activities. Ability to perform various duties via telephone conversations. Ability to adapt quickly to change. Ability to effectively and consistently follow through on all assignments. Proficient in Windows environment, Microsoft Office (Excel, WORD), ability to learn and utilize other software programs.
Physical/Mental Demands: Ability to sit at desk for long periods of time, and tolerate extended periods of data entry. To manipulate charts weighing 3 pounds from horizontal and vertical filings systems, lift them vertically to arm’s length and to bend to lowest filing cabinets and drawers for filing purposes. To view computer screens for long periods of time. Is subject to air-conditioning and fluorescent lighting on a daily basis. To stay calm and follow procedures in a crisis. Maintain the safety of self and others at all times. Requires ability to function effectively in a smoke-free workplace. Must be free of communicable diseases as required by the state and to the extent that knowledge is attainable under the law.
Other: Maintain an appropriate and valid state driver’s license. Must meet state criminal background check requirements. Successfully complete State of Florida Criminal History Background Check requirements as well as meet the Association’s policies on background screening. Requires a flexible schedule including flexible hours if needed, but must be punctual once work hours have been assigned.
Travel: Must be able to meet requirements for Eckerd’s Auto Insurance and be able to drive for business purposes. Must have reliable transportation. Must possess and maintain an appropriate and valid state driver’s license. Ability to use personal vehicle for Association business. Wear seat belts while driving on organization business, and follow all corporate safety policies and procedures.
