11/18/2022
Objective/Purpose Statement:
Provide administrative support to all areas of the agency. Provide accurate directing of all incoming calls; assist clients & potential clients; & handle front desk office duties.
Principal Duties & Responsibilities/Essential Functions (include but not limited to the following):
Administrative
1. Answers a multi-line phone system & directs calls to appropriate locations.
2. Greets, assists, directs, & signs-in visitors.
3. Assists Executive Director, Finance & Administrative Director, & PSR staff with administrative tasks.
4. Logs in & distributes mail.
5. Maintains inventory of supplies, orders office supplies, business cards & household supplies for sites with Finance Director’s approval.
6. Maintains staff extension list, psychiatrists schedule & client tracking form.
7. Maintains office equipment, such as copier, fax, phones, water dispenser & postage machine.
8. Maintains voice mail system including main phone recording, setting up new voice mails & changing name on phone extensions. Maintains long distance pass codes.
9. Maintains the tidiness of the front office, copy room, and staff restroom area. Including sweeping, moping, dusting, windows & kitchen area.
10. Runs errands for the office when necessary.
11. Arranges for pick-up & delivery of shred bins.
12. Arranges for special events such as holiday parties for staff.
13. Acts as TLS representative for the yearly United Way Campaign.
14. Maintains the agency gas credit cards & log.
15. Supervises client custodial cleaning schedule & sets their schedule at the Domingo office.
16. Maintains monthly grocery receipt log for group homes & gives to Finance Director when completed.
17. Maintains client rent ledgers, receives rent payments to give to Finance Director.
18. Other duties as assigned.
Essential Job-Related Qualifications:
High School/GED, plus 1 year experience using multi-line phone system, & one-year general office experience. Typing speed of at least 40 wpm.
Preferred Job-Related Qualifications:
Be able to use Microsoft Office 365.
Knowledge, Skills, and Abilities:
Ability to plan & set priorities. Strong computer skills (particularly Microsoft Word, Excel, and Outlook). Excellent written & oral communication skills. Must have the ability to interact with clients who have severely disabling mental illnesses. Training in de-escalation. Knowledge of area agencies. Knowledge of basic office equipment. Strong organizational skills. Ability to pay attention to details.
Professional Values and Standards of Behavior:
· Remain a professional, balanced, respectful, problem-solver, even under stress or when out of your comfort zone.
· Demonstrate trustworthy behavior & speech (personal integrity & professional competence, do what you say you will do, be dependable, be accountable, act as a contributing member of our professional team).
· Show respect for coworkers & clients (be attentive, recognize others’ contributions & concerns, maintain the dignity of all people, empathize, honor differences, build rapport when possible & forgiveness where necessary).
· Keep a positive, “can do” attitude toward tasks, coworkers, management & customers.
· Communicate coherently (listen to understand, speak to be understood, no blaming, ask questions).
· Demonstrate flexibility in the face of changes & new ideas (understand why changes are being made, ask questions about them, when necessary, give them a chance & offer feedback where appropriate).
· Be a steward (1) of TLS’s resources (avoid waste, suggest cost saving ideas, take care of things by keeping them clean and the area safe); & (2) of your personal career (identify one or two areas of growth, learning or certification to pursue every year).
Employment Requirements:
Negative T B Screening
Negative Alcohol & Drug Screening
Successful Criminal Background Check (employees will be required to pay for this if they leave before completing three months of work)
Successful Clearance through Employee Abuse Registry
Working Conditions/Physical Requirements:
Desk in front office lobby
Local Travel may be required.
Extensive computer operation.
Filing and minimal lifting (5 lbs.)
Schedule is Monday – Friday 7:30-4:00
Accountable to: Finance & Administration Director
