Administrative Assistant (PT)

Position Summary:

The Administrative Assistant provides general administrative and clerical support to the Administrative Coordinator and program(s) 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 Administrative Coordinator regarding accreditation, personnel records compliance, new hire onboarding and orientations, etc.;
• Assists region leadership and administrative staff with various clerical duties;
• Coordinates scheduling as requested for meetings and events with internal and external participants;
• Tracks program expenses and develops reports as needed;
• Records and maintains minutes of all 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, 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.

Certifications/Licensures:

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

Education:

• Graduation from an accredited two-year or four-year college with a degree in Business Administration, 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 and relay information to others required;
• Familiarity with HIPAA and other relevant laws and guidelines required;
• Experience handling confidential information, such medical records 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 populations preferred;
• Knowledge of the principles, procedures, techniques, trends, and literature related to prevention and field preferred;
• Must be culturally/linguistically sensitive to populations served.

Working Conditions:

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