Job Purpose & Position Overview:

The Administrative Assistant position will organize and manage the routine work activities of the Community Crisis Response Program and provide clerical support to all program staff, including Program Coordinator and Behavioral Health staff. Incumbent will be responsible for duties in the main reception area and perform general duties and responsibilities as needed in support of the Program. The overall objective is to provide administrative support for all program staff, activities, and initiatives ensuring goals and objectives are successfully met.

Specific Job Duties/Responsibilities:

• Prepare correspondence, forms, reports, manuals, and presentations for the program administrator
• Compile, maintain, and file all reports, records, and other documents as required.
• Order and maintain inventory of office supplies and program equipment.
• Monitor and process personnel time records including leave requests and reports and submit in accordance with approved policies and procedures.
• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• Maintain appointments schedule and meeting/event/training arrangements for program staff and/or participants.
• Support Coordinator in making meeting/event/training arrangements for program activities including Community Crisis Response Task Force
• Receive, sort, and distribute mail and other documents to program staff.
• Prepares Purchase Orders for monthly payment of utilities and operating expenses.
• Assists with the financials statistics for the programs monthly reports.
• Maintain confidentiality of information.
• Perform all other duties as assigned.

Required Qualifications/Skills:

• High School Diploma or GED.
• Excellent customer service skills.
• Ability to navigate multi-line phone system.
• Experience with computers and Microsoft Office programs such as Word and Excel.
• Ability to interact courteously, tactfully, and effectively with the public and other employees.
• Knowledge of the operation of standard office machine (e.g., copier/printer/scanner, fax)
• Ability to work independently and assure responsibility for initiation and completion of assigned tasks with minimal or no supervision.
• Knowledge of HIPAA Privacy Act and confidentiality or complete facility training. .
• Must be reliable, punctual, and have good attendance.

Public Health Core Competencies for this Position

Community Dimensions of Practice

• Identify, establish and maintain community relationships and collaborate to improve community health.
• Engage community members and utilize community input to inform and improve public health actions.

Analysis and Assessment

• Apply ethical data principles.

Communication and Cultural Competency

• Describe, recognize and support the diversity of populations and perspectives in a community and ways diversity can influence and support public health programs and policies.
• Advocate for and demonstrate the value of a diverse public health workforce.
• Describe, recognize and support the diversity of population and perspectives in a community and ways diversity can influence and support public health programs and policies.

Training Requirements:

• N/A

Physical Requirements:

• Normal to light office work, which includes the ability to lift up to 10 lbs.
• Regularly required to walk, stand, and sit for extended periods of time and use hands to operate computer keyboard, phone, and various office equipment.

Cognitive Requirements:

• Reading, writing, calculating
• Above average social interaction skills

• Reasoning/Analysis
• Ability to work effectively both independently and as a team
• Works with minimal to no supervision

Language Requirements:

• Must possess the ability to read, write, and speak the English language fluently.
• Must be able to continually and effectively employ professional verbal and written communications skills.

Certificates, Licenses & Registrations:

• All applicants will comply with 45 CFR 1301, Subpart D, Section 1301.31, C and D, which require all prospective employees to sign a declaration prior to employment regarding all arrests and convictions of child abuse or violent felonies and to comply with PL 101-630 and PL 101-637 regarding criminal records check.

WCHS is an equal opportunity employer. Employment practices are free of discrimination. As provided by Federal Law, all qualified Native American applicants shall receive preference over Non-Native American applicants. In the absence of qualified Native American applicants, consideration will be given to all other applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, veteran status, genetic information, disability or any other reason prohibited by law in provision of employment opportunities and benefits.