Pay Grade: 18

Reports To: Executive Director

Status: Non-Exempt

Responsibilities:

• Read and distribute mail and assemble files and other material to facilitate reply and/or decision by the Executive Director.
• Prepare and proof minutes of meetings, correspondence, policies, manuals, materials from rough draft, and/or other various source data and instruction.
• Prepare and make bank deposits.
• Receive visitors and answer the phone. Check voice mail and distribute messages as needed. Screen calls, disposing personally of routine matters or referring them to the appropriate personnel.
• Maintain databases, spreadsheets, and other office records.
• Maintain core member files and review records to keep files updated to meet state regulations.
• Transfer Quality Assurance data to spreadsheet and create report.
• Maintain staff files and update per state and federal criteria.
• Distribute organizational memos and other information.
• Administer benefits to employees.
• Track staff training and evaluations, and send monthly reports to Supervisors and Exec. Director.
• Complete new hire paperwork, gaining necessary signatures and documentation, and assure staff understands.
• Complete background checks for applicants.
• Make copies for houses and staff, and distribute as appropriate.
• Receive and process receipts on purchases made by House Coordinators and Supervisors, such as groceries, house maintenance, program expenses, etc. Code expenditures before sending to accounting clerk.
• Track receipt of annual, monthly, and quarterly reports and paperwork from House Coordinators, Supervisors, RN, and Case Management. Distribute report as needed.
• Update Employee Handbooks, distribute and track their receipts.
• Communicate via email to houses and staff as needed.
• Record and track donations, reconciling data to accounting records.
• Create donor thank you and process in a timely manner.
• Screen emails to general address and forward as appropriate.
• Facilitates the preparation and production of agency mailings, including newsletters, special appeals, and other bulk mailings.
• Operate office equipment, such as computers, copiers, etc. and assure their maintenance. Maintain inventory of routine office supplies.
• Maintain website.
• Complete office errands as needed.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of office routines, policies, processes, and program requirements.
• Knowledge of proper format, grammar, spelling, punctuation, and capitalization.
• Skilled in operating office equipment.
• Skilled in using a personal computer and related software.
• Ability to organize data, keep accurate records, prepare reports, and file accordingly.
• Ability to communicate effectively and professionally, with staff, core members, and the general public.
• Ability to follow oral and written instructions accurately.
• Ability to organize and prioritize multiple tasks.

Classification: This position requires the ability to work with confidential material in a professional and legal manner.

Qualifications:

Education: High school diploma or GED, plus 1 year education beyond.

Skills: Ability to type 40 words per minute and work with widely used computer software.

Experience: Demonstrates proficiency and experience in office work and related tasks. One year experience in office environment required.

Personal Qualities: Demonstrates a willingness to work as a team member, is self-directed, and communicates in a positive manner with others.

Must pass DCI and other background checks.