Administrative Assistant- Front Desk

Description

Position Function: 

Provides administrative support to supervisor and building staff.  

Working Conditions: 

Heavy computer usage, administrative and clerical functions in a “team” office environment, attendance at public functions, and some evening and weekend work may be required. Lifting office supplies, up to 25 pounds, is required. Sitting, bending, reaching, stooping, crouching and standing often, as needed.  

Exposure to Confidential Information:

Maintain confidentiality, and follow policies related to personnel and client records.

Key Expectations/Responsibilities:

· Maintain high ethical standards which are outlined in the ACH Child and Family Services Code of Ethics.

· The ability to work collaboratively with other personnel and/or service providers and professionals.

· The capacity to maintain a helping role.

· The ability to set appropriate limits.

· Performs other duties as assigned and required to maintain unit operations.

· Attends work regularly in accordance with agency leave policy.

Implementation:

· Monitors finance temporary credit card being requested and approved. Coordinates check-in and check-out duties. 

· Reconcile and upload all receipts within Tallie system and other electronic programs and systems and research discrepancies within bank statements in accordance with credit card usage guidelines for temporary finance credit cards and Purchasing Specialists credit cards. 

· Greets visitors, clients and children when they come for visits, guide to visit rooms. Responds to general questions, answers and transfers incoming calls to main office number.

· Take deliveries, distribute mail to units, organize courier pick up items weekly. Various front desk duties, as needed. 

· Keep family visit rooms and front lobby organized and tidy. 

· Keep track of various transportation passes and gift cards and distribute to offices/workers. Keep sign out sheet up to date.

· Maintain and coordinate client rides through online platform, check out and observe car seat check out procedure as car seat liaison. 

· Perform building and supply inventory monthly and, as needed, submit purchase requests Administrative Services Manager. 

· Monitor postage meter and request refill, as needed.

· Coordinate and schedule use of all family visit room, training rooms and conference rooms for internal and external uses. 

· Performs other duties as assigned and required to maintain building operations.

· Promotes and demonstrates appropriate respect for cultural diversity among co-workers and all work-related contacts.

Training and Supervision:

· Attend continuing education necessary to expand knowledge and maintain certifications or licenses.

· Communicate regularly with supervisor and seek supervision when appropriate.

· Comply with mandatory in-service trainings. 

Requirements

Education: High School Diploma, or equivalent. 

Experience: One year of full-time administrative support, general office, clerical, secretarial, or Texas Department of family and Protective Services experience.

Functional: Knowledge of basic computer functions. Skills in using Microsoft Word, Excel and Windows environment. Skills in working in an office supporting several staff members. Ability to effectively handle multiple assignments in a dynamic environment. Excellent verbal communication skills, customer service and organizational skills.