Publish Date

Serenity Therapeutic Services Office Assistant

Purpose of Position: The Office Assistant is an entry level position responsible for organizing office operations in order to ensure organizational effectiveness and efficiency.

Salary Range: $9.00 per hour to $11.00 per hour depending on experience

Work Schedule: Monday – Friday, 9:00 am – 5:00 pm

Office Assistant Job Responsibilities:

  • Provide administrative support to the Chief Financial Officer, Qualified Professionals, Corporate Compliance Officer, Operations Manager, and Facility Managers, as needed;
  • Greets visitors, checks people in and out for appointments with management, schedules appointments;
  • Ensure professional and courteous communications via telephone, fax, face-to-face, correspondence and any other method of communication used with all people served at the agency;
  • Answer all incoming calls and direct or take messages as necessary;
  • Prepare, proof and edit forms, documents, correspondence, programmatic material, reports, mailings, etc ensuring accuracy and meeting all established deadlines as required or requested;
  • Manage the key control system which includes maintaining the key log system and key cabinet;
  • Create, maintain, keep orderly and up-to-date the central filing system in relation to correspondence, mailing lists, form, agency directory, etc.;
  • Ensure effective transfer of files and records to other officers;
  • Ensure IT issues are reported and schedule IT repairs, maintain log of computer and printer information;
  • Send out notifications and other announcements to staff and Management in a professional manner;
  • Maintain, file and review Home Documentation for accuracy;
  • Link and coordinate repairs for home, needed materials and supplies as approved by Operations Manager/Qualified Professional and/or CEO/Director;
  • Work with inspectors for fire, environmental, sanitation, etc.;
  • Construct and monitor company vehicle maintenance, facility maintenance, and other issues as instructed by supervisor;
  • Process incoming mail with date stamp, provide monthly printer count and file receipts to ensure timely and accurate submission for billing purposes;
  • Maintain and ensure ALL information pertaining to the agency is and remains confidential and should not be disclosed without proper permission;
  • Complete all other relevant responsibilities as assigned by the supervisor.

Qualifications

Minimum Experience/Education

High School Diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Required Skills

  • Ability to prioritize when pressed with competing deadlines.
  • Excellent communication skills, both oral and written.
  • Knowledge of business writing standards and guidelines.
  • Experience with Microsoft Office Suite – Word, Excel, PowerPoint.
  • Ability to compile information and present it in a clear, concise and logical manner.
  • Ability to understand services provided, policies and procedures, and the ability to demonstrate and apply this knowledge int he performance of supporting the day-to-day operations of the Agency, with the ability to explain and interpret information to clients, customers and staff.
  • Ability to communicate effectively in writing via emails, memos, and other required documents. The ability to proofread documents for grammar, spelling, punctuation, and basic formatting as necessary.
  • Analytical and problem solving skills.
  • Attention to detail and high level of accuracy.
  • Computer skills (spreadsheet, word processing programs and e-mail at a highly proficient level)
  • Ability to work independently with the necessary discipline required in an office setting.
  • Serve as a team player to the general office staff and Agency as a whole.
  • Participate in all required team meetings, committees, and audits as required.

Personal Attributes

  • The prospective candidate must maintain strict confidentiality in performing the duties requested.
  • Be honest and trustworthy.
  • Be respectful.
  • Possess cultural awareness and sensitivity.
  • Be flexible.
  • Demonstrate sound work ethics.

Supervision and Training Provided to Employee: The local office will provide initial training. On-going training and supervision will be provided by the supervisor.

Physical Effort: There will also be interaction with consumers served.

Work Environment and Conditions: The Office Assistant works primarily in environmentally controlled offices where conditions are pleasant, although visits to the sites where services are being provided are necessary.

Interested please contact:

LaNika Dixon
Office Manager
Serenity Therapeutic Services
910.904.0245