Administrative Assistant
VOA Chesapeake

The Administrative Assistant is responsible for all office and clerical functions of the program, assisting the program staff with sending reports and maintaining client files, monitoring the activities of residents to ensure compliance with program rules, and ensuring the safety and appearance of the facility. The Administrative Assistant is also responsible for recruiting and supervising volunteers; soliciting, collecting, organizing, and distributing donations; maintaining appropriate records concerning volunteers and donations.

REQUIREMENTS:

The successful candidate must possess a high school diploma or equivalency certificate and the ability to use a computer (including Word and Excel). Candidates must also be proficient in punctuation, spelling, and arithmetic.

The Administrative Assistant shall possess the ability to interact and communicate effectively with others. He/she shall possess the following skills/abilities: strong powers of observation, good communication skills, good writing skills, good time management skills, ability to work independently, and have strong personal boundaries. Considerable data entry will be required.

OTHER:

• This position requires driving the company vehicle (up to 15 passengers) for company business including transporting clients/residents. Must be privileged to drive according to the criteria set forth by Agency MVR guidelines.

• Valid drivers license in jurisdiction of residence
• Vehicle liability coverage if driving personal vehicle (on occasion, may be required to transport clients in personal vehicle)
• May be required to drive a van

• Acceptable EBI background, FBI Fingerprint, Child Protective Services, OIG Exclusion check
• Negative Drug/TB Screening
• CPR/First Aid Certification must be acquired and maintained once employed

PRINCIPLE ACTIVITIES:

• To accurately complete required data entry, typing for staff and program reports in a timely manner, under the direction of the Director.
• To coordinate all incoming and outgoing correspondence; dating and stamping all documents as appropriate; maintain comprehensive written records of events during shift; ensure residents sign in/out log, as well as all other log books and resident forms, are being used properly.
• To maintain an adequate supply of forms; modifying forms as needed or directed.
• To monitor all office equipment, reporting malfunctions, and coordinating the repairs as directed.
• To order and disburse office supplies as needed, with approval of Program Director.
• To transcribe, type, and distribute the minutes of meetings as directed.
• To participate in meetings and staff training as directed.
• Answer telephone and deliver messages. Complete screening reports and follow program guidelines for informing callers of space availability and available resources.
• Monitor operations of facility in the absence of senior staff.
• Complete initial intake packets and orient new residents to the facility.
• Assist in the control of contraband in facility according to VOAC Policies and Procedures, under the direction of senior staff.
• Monitor all facility equipment and grounds. Complete and track maintenance requests according to county and facility procedures.
• Conduct periodic fire drills under management staff direction and perform other safety duties as required to ensure safety of residents, volunteers and staff. Take appropriate actions in accordance with VOAC Policies and Procedures in emergencies and life/safety-threatening situations. Notify on-call staff and/or Program Director of significant events or interactions.
• Be familiar with the Resident Handbook, Operations Manual, Policies and Procedures, and Program-specific documents.

PHYSICAL REQUIREMEMTS:

The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• The ability to safely operate a motor vehicle to transport oneself, consumers, and program supplies as necessary.
• The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities, and operate office equipment.
• Move and lift light objects up to 30 pounds such as mail, supplies, files, and equipment.
• Operating office equipment requiring continuous or repetitive hand/arm movements.
• The ability to remain in a sitting position for extended periods of time.

EFFECT ON END RESULTS:

• To ensure the safety and security of the residents.
• To ensure efficient functioning of the business office.
• To maintain accurate and complete records and reports.
• To maintain efficient administrative support for the staff and residents.
• To ensure an adequate inventory of office supplies, forms and functioning equipment.
• To provide an effective link between residents and management staff.
• To present a good public image of the VOA and its program by providing accurate, useful information in a positive and timely manner.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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