ADMINISTRATIVE ASSISTANT
GENERAL DEFINITION OF WORK:
Responsible for the general management of the front office and handling assigned duties from upper management. Mustbe efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.Work is performed under the general supervision of the Financial Administrator.
TYPICAL DUTIES:
Processes visitors using the visitor verification system;
Answers and directs phone calls;
Organizes and schedules meetings and appointments;
Maintains case records;
Produces and distributes correspondence memos, letters, faxes and forms;
Assists in the preparation of regularly scheduled reports;
Develops and maintains a filing system;
Orders office supplies;
Books travel arrangements;
Provides clerical support and services;
Serves on the Detention Home’s Leadership Team;
Serves as Clerk of the Commission;
Performs other related tasks and duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
General knowledge of acceptable and ethical social work practices; ability to communicate effectively orally and in writing; proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel; ability to analyze and revise operating practices to improve efficiency; detail oriented and comfortable working in a fast-paced office environment; exceptional communication skills; superior organization skills and dedication to completing projects in a timely manner; ability to plan and organize work independently; ability to work effectively with co-workers, detainees, and other professionals; ability to counsel and conduct interviews of a personal and sensitive nature; ability and willingness to organize, manage, and coordinate work team operations; ability to establish and maintain effective working relationships with court personnel, law enforcement personnel, co-workers, supervisors, detainees, parents and/or legal guardians, and the general public.
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EDUCATION AND EXPERIENCE:
High School Graduate or equivalent and at least two (2) years experience in office management that provides the knowledge, skills and abilities listed above.
PHYSICAL REQUIREMENTS:
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact. Must have physical ability to effectively use and operate office equipment, such as, computers, calculators, copiers, and fax machine. Must have the ability to walk and stand for long periods of time. Must have the physical capacity to lift a minimum of 1.5 cubic feet of files (approximately 40 lbs.) and move furniture.
SPECIAL REQUIREMENTS:
Must be able to successfully complete and maintain certification in CPR, First Aid, OSHA, and physical restraint without accommodation outside normal training guidelines. Must have a valid Virginia driver’s license.
THIS IS A JOB DESCRIPTION AND NOT AN INDIVIDUALIZED POSITION DESCRIPTION. A JOB DESCRIPTION DEFINES THE GENERAL CHARACTER AND SCOPE OF DUTIES AND RESPONSIBILITIES OF ALL POSITIONS IN A JOB CLASSIFICATION. BUT IS NOT INTENDED TO DESCRIBE AND DOES NOT NECESSARILY LIST THE ESSENTIAL JOB FUNCTIONS FOR A GIVEN POSITION IN A CLASSIFICATION.
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