Administrative Assistant at NEIGHBOR TO FAMILY, INC – DAYTONA BEACH, Florida

Position Description: SUMMARY: Provides assistance at the program level by coordinating office services. Performs assigned administrative functions to support routine and standardized tasks to more effectively implement the agency or departmental objectives. Greets and assists all inquirers whether in-person or on the phone in a professional manner. Performs administrative functions for supervisors and staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES: includes the following. Other duties as assigned.? Receives clients and visitors in a professional manner and responds accurately and politely to telephone calls and face-to-face inquires. Observes the confidential nature of the agencys services to clients and must understand the NTF model and share that information with callers seeking information.? Plans and performs administrative tasks in accordance with established guidelines and policies and coordinates and supervises departmental and interdepartmental functions, and outside meetings. Maintains agencys business calendar.? Develops and maintains the administrative filing system and office procedures.? Provides support in the areas of typing, faxing, and creating reports.? Maintains office supply inventories and equipment.? Tracks and monitors weekly reports of children in care, admissions and discharges to be submitted by the state and maintains foster caregivers compliance information.? Prepares monthly invoices to contractors, assists in preparing yearly contacts and agencys expense reports and handles all requests for monies.? Implements and executes accepted plans for achieving organizational and departmental goals and makes recommendations to Executive Director on methods to improve effectiveness and efficiencies.? Facilitates in all possible ways the most efficient and productive use of time and effort of the immediate supervisor(s).
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE: This position requires a high school diploma. An Associates Degree is preferred. A minimum of 3 years of experience in office administrative work is required. Demonstrated typing and word processing skills are required. Proficiency working with Microsoft Office programs: Word, Excel, PowerPoint, and Publisher required. Excellent communication and organizational skills are required.
LANGUAGE SKILLS: Ability to read and interpret general professional journals or governmental regulations. Ability to write reports, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
MATHEMATICAL SKILLS: Ability to understand and solve basic mathematical functions.
REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
OTHER REQUIREMENTS:? Must submit to and pass a pre-employment drug test.? Must submit to and pass random drug tests during employment.? Must successfully pass all background screens as required by the state.? Must complete 24 hours of staff development annually.
CULTURAL COMPETENCY: Ability to relate, understand, accept and interact in a culturally sensitive manner.
OTHER SKILLS: Demonstrated typing skills and computer skills (Windows environment) are required.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit; use hands and finger to handle or feel; reach with hands and arms; talk, listen and occasionally required to stand and walk. Specific vision abilities required by this job include close vision, and ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.