Administrative Assistant

Description

MISSION STATEMENT :

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by love for God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

POSITION TITLE : Administrative Assistant

CORPS / DEPARTMENT : Salvation Army Clitheroe Center

REPORTS TO : Quality Assurance Manager / Business Administrator

FLSA Status : Full-Time / 40 hours per week; Non-Exempt

SCOPE OF POSITION / ESSENTIAL FUNCTIONS :

Under the general supervision of the Quality Assurance Manager / Business Administrator, the Administrative Assistant provides clerical assistance to the Executive Director, Residential Clinical Managers, and residents, performing a variety of detailed and advanced administrative duties. Assignments are performed with some independence but in conformance with established office policies and guidelines.

EDUCATION AND WORK EXPERIENCE :

High school diploma or equivalency.

Three years’ experience in a similar clerical position.

One year’s experience in clerical and data entry work; proficiency in using general office equipment, Microsoft Office Suite, databases, Intergy, and report-generating programs.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED :

Knowledge of cross-cultural issues.

Knowledge of peer support mentorship, advocacy, and recovery support.

Understanding of trauma-informed care.

Alaska driver’s license with acceptable criminal history and driving records.

Ability to maintain a collaborative and cooperative work environment and to work with a minimum of supervision.

Excellent verbal and written interpersonal and communication skills.

Highly organized, detail oriented, and demonstrated ability to work harmoniously with peers, supervisors, clients, families, and visitors.

Ability to complete multiple tasks, meet deadlines, observe confidentiality, remain self-motivated, and work with a minimum of supervision.

ESSENTIAL FUNCTIONS :

Understands, supports, and promotes the mission of The Salvation Army

Assists with written, verbal, and electronic communications, including handling appropriate client inquiries regarding treatment.

Assists with researching and collecting information from various sources regarding day-to-day operations of the facility and providing data entry as directed.

Prepares meeting minutes, routine reports, client billing, and Medicaid / SNAP application process for clients.

Establishes and maintains a strong information management system and performs data entry in a variety of applications.

Maintains the activity calendar, sends acknowledgments to advisory committee for special events.

Orders supply and handles invoices, attaching coding sheets for payment processing.

Builds and maintains positive professional relationships with all other disciplines within the organization.

Keeps accurate records of gift-in-kind work sheets, and correspondence as directed.

Assists new employees with site orientation (phones, computer, and ID badge).

Attends staff meetings and complete required trainings.

Completes forms for bank deposits, logs, finance reports, and makes deposits to the bank as needed.

Maintains petty cash safe and client moneys safe including deposits and withdrawals from safe with adherence to dual control policy.

Adheres to all confidentiality regulations as well as 42 C.F.R., Part 2 and C.F.R., Parts 160 and 162 (HIPAA). Document client services in the electronic health records system.

Maintains program employee competency files; assists management with processing confidential information including payroll and preparing employee related paperwork.

Provides coverage of front desk and phones when directed.

Performs other related duties as assigned.

SOFTWARE-RELATED SKILLS : Microsoft Office Suite required; Intergy; working knowledge of integrated database applications and ability to use new software programs with basic training.

WORK ENVIRONMENT : The work environment is located in a Residential treatment setting. The noise level is moderate.

LANGUAGE SKILLS : Must be able to understand, follow and give both written and oral instructions. The employee must be able to use speech and hearing for ordinary and telephone conversation.

MATHEMATICAL SKILLS : Must be able to perform simple calculations (addition, subtraction, multiplication, and division) and apply concepts such as ratios and percentages in practical situations.

PERFORMANCE SKILLS : Must be creative, self-motivated, organized, flexible, and possess leadership skills.

SACRED BOUNDARIES AND PROTECT THE MISSION : Must complete the online course for this area and pass the Background Check required by The Salvation Army for employment.

PHYSICAL REQUIREMENTS : Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis. Ability to grasp, push, pull, and reach overhead. Ability to operate a telephone. Ability to lift up to 25 pounds. Ability to access and produce information from a computer. Ability to understand written information. Ability to operate a motor vehicle in darkness and during periods of inclement weather. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship will result.

ACKNOWLEDGEMENT OF RELIGIOUS PURPOSES OF THE SALVATION ARMY

The employee acknowledges that he / she has been informed and understands The Salvation Army's religious purpose and status as a church. The employee agrees that he / she shall do nothing to his / her relationship with The Salvation Army as an employee to undermine its religious mission. The employee agrees and understands that his / her services are a necessary part of The Army's religious purposes, and his / her work-related conduct must not conflict with, interfere with, or undermine such religious programs or The Army's religious purposes.

EQUAL EMPLOYMENT OPPORTUNITY

The Salvation Army is an Equal Opportunity Employer and committed to providing a respectful environment for all applicants and employees that is free from unlawful discrimination or harassment based on age, race, color, religion, sex, national origin, marital status, disability, citizenship, sexual orientation, gender identity, gender expression, or any other characteristic protected by law. Such equal opportunity for employment will apply to recruitment and hiring, training, promotion, salaries, and other compensation, transfers, and layoffs or termination.

Qualifications

Education

Preferred

• High School or Equivalent or better

Licenses & Certifications

Preferred

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights () notice from the Department of Labor.