Administrative Assistant

Position Summary:

The Administrative Assistant provides general administrative and clerical support to the Program Director and staff of the state to which they are assigned. Essential Job Functions include those listed below.

Essential Job Functions:

• Provides general administrative and clerical support to program leadership, including scheduling appointments, handling incoming and outgoing communications and correspondence, report generation, etc;
• Collaborates with the Program Director regarding accreditation, personnel records compliance, onboarding and orientations, etc.;
• Assists the Program Director with administrative duties, such as scheduling interviews, processing paperwork, etc.;
• Coordinate scheduling as requested for meetings and events with internal and external participants;
• Track business-related expenses and develop/file expense reports;
• Assist with billing/invoicing as required;
• Record and maintain minutes of all staff and leadership team meetings;
• Assists other employees in preparing for on-site and off-site functions;
• Assists other employees to ensure timely completion of program requirements;
• Assists in the ordering of office supplies and equipment;
• Works harmoniously and cooperatively with the Regional Accountant, Regional HR Representative, COO, and other Foundation parties as required;
• Embraces and embodies the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation;
• Performs any other duties as assigned.

Essential Qualifications:

Certifications/Licensures:

• Relevant certification(s) and/or licensure preferred; Preference will be given certified candidates;
• Valid driver’s license and the ability to obtain and maintain WestCare’s vehicle insurance is required.

Education:

• Graduation from an accredited four-year college with a degree in Counseling, Criminal Justice, Social Work, Psychology or other field related to the position is preferred;
• High School Diploma or equivalent is required.

Experience and Competencies:

• At least one (1) year of experience in an administrative or clerical position is required;
• Ability to use office equipment, such as printers, scanners, phones, and fax machines required;
• Proficiency in Microsoft Word, Excel, Outlook, and Office required;
• Ability to analyze situations accurately and develop appropriate responses or techniques required;
• Ability to communicate effectively in order to facilitate programming and relay information to others as part of an interdisciplinary team required;
• Ability to develop reports, create presentations, and communicate findings to both internal and external audiences required;
• Professional appearance and demeanor required;
• Experience in working with high-risk youth and their families preferred;
• Knowledge of the principles, procedures, techniques, trends, and literature related to prevention and substance abuse preferred;
• Must be sensitive to populations served.

Working Conditions:

• Work is primarily performed in an office setting within a residential treatment facility;
• Some outdoor activities travel between multiple locations may be required;
• Regular and prompt attendance is required throughout employment.

Essential Physical and Mental Demands of the Job

The employee must be able to perform the following essential duties and activities with or without accommodation:

Physical Demands:

• Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 50 pounds. Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files).
• Requires the ability to defend oneself and clients in physically abusive situations through the use of approved physical de-escalation techniques.
• Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
• Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employee’s essential job functions and to observe client behavior and activities in and out of the facility.
• The normal work routine involves no exposure to human blood, body fluids or tissues. However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.

Mental Demands:

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.
• Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels in order to exchange ideas, information, instructions and opinions.
• Requires the ability to work under stress and in emotionally charged settings.
• Requires the ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.