Administrative Assistant

NextStep Care

– a place where you’ll be valued, recognized and rewarded for the vital work you do each day. We’ll surround you with a strong team and leadership that supports every aspect of your life – both inside and outside of our centers. And you’ll get to practice your passion  in a non-profit, mission-driven organization that’s known for the highest level of care in our communities

Administrative:

• Performs administrative duties such as typing memos, correspondence, reports, and other documents as directed by supervisor as well as copies, sorts/distributes mail, and performs calculations as needed.

• Sends, receives, and distributes faxes and emails as appropriate.
• Mails materials using various methods and services as directed.

• Runs local errands including trips to the post office and local businesses for the occasional purchase of supplies.

• Print, distributes and makes revisions to forms or other documents as directed.

• Assists with processing job applications which includes references checks, background checks, licensure/registration verification etc., as necessary.

• Assists with event planning including travel arrangements and reservations for staff as requested.

• Assists with the production of the organization’s newsletter by compiling information and articles submitted by others.

• Creates and maintains monthly calendar, meeting agendas and action plans and distribute as directed by supervisor.

• Provide administrative support to the Vice President and Department Directors as directed by supervisor.

• Assists in administrative studies and/or projects as assigned.

Supplies and Equipment Maintenance

• Orders supplies as needed. Includes but not limited to office supplies, toiletries, refreshments and community education supplies.

• Performs daily upkeep of office machines, including changing cartridges and stocking with paper and requests and coordinates repairs for office equipment as necessary

Customer Service

• Provides reception service (information, beverages, and assistance) to visitors, sales representatives, etc.

• Courteously and professionally answers and redirects all incoming calls.

Record Management:

• Maintains filing system in an efficient and organized manner.
• Maintains and distributes staff contact information.

• Ensures timely notification of upcoming project and assignment due dates for Executive Director, Regional Directors and Department Directors.

• Records minutes of staff and other meetings as directed by supervisor.

Compliance:

• Reports corporate compliance concerns appropriately

• Reports work time and business expenses in accordance with organizational guidelines.
• Maintains work areas in an organized manner.

Meeting Attendance:

• Attends staff meetings, in-services seminars and workshops as directed by supervisor.

ADDITIONAL DUITIES AND RESPONSIBILITIES:

• May be required to assist with creation of power point or other presentations and or documents for the Vice President of Operations and/or Department Directors.

• May be required as needed to travel to other offices within the organization to perform certain duties as outlined above.

SKILLS AND ABILITIES:

• Knowledge of personal computers and the ability to operate Microsoft applications to include Word, Excel, Power Point, Access and Outlook.

• Thorough knowledge, adherence and enforcement of current regulations, as well as NSC Operational guidelines and best practices as related to the operations of the SOURCE Program and NSC.

• Thorough knowledge, adherence and enforcement of NSC personnel guidelines.

• Maintains constructive working relationships by communicating and interacting effectively with supervisors, organizational leadership, peers and individuals inside and outside the Organization, in a positive, professional and respectful manner.

• Demonstrates good judgment and decision making.
• Manages multiple deadlines with demonstrated flexibility in working with changing priorities.

• Portrays a positive image of the organization and communicates guiding principles, mission, vision and values.
• Completes work in a timely, accurate, efficient and thorough