JOB DESCRIPTION
JACKSON OFFICE ASSISTANT: Part time
DEFINITION: A qualified individual responsible for coordinating and completing various duties that support the efficient operation of the Jackson Program.
RESPONSIBLE TO: Program Director
ESSENTIAL FUNCTIONS: On-Going Daily
1. Greet, screen and direct office visitors. Type correspondence, memos and reports
for director, and other management staff as requested.
2. Answer telephones, route calls and take messages.
3. Photocopy forms, manuals, and other materials.
4. Maintain copier, telephone system, fax machine, computers and coordinating repairs and maintenance as needed to ensure they remain functional.
5. File a variety of confidential information.
6. File and maintain forms used by the corporation.
7. Enter various types of data into computer files using Word and Excel programs.
8. Pick up and take all mail to Post Office daily and distribute all incoming mail and route to the proper department.
9. Maintain an inventory of supplies – re-ordering items as needed. Comparison shop to ensure purchases are cost effective.
10. Route supplies to sites as requested on Supply Order Requisitions.
11. Monitor the vehicle “check out log” and issue keys to employees.
12. Responsible for coordination of Financial Reports, Office Accounts and Credit Card Receipts, Petty Cash and Purchase Orders to be submitted monthly to the Director.
13. Complete telephone reference checks on potential employees as assigned.
14. Maintain accurate records of all money retained at the front desk.
15. Oversee and coordinate the following activities as they relate to personnel: Hiring process, post open positions, schedule interviews, call references, orientation, benefits, personnel policies, workers compensation claims, FMLA, coordinated with Director and Riverton personnel department to ensure employee job description.
16. Maintain and ensure current certification or completion of all in-services as well as tracking and organizing all staff in-service training and employment requirements.
17. Follow all CES policies and procedures.
18. Be an advocate and community representative for the developmentally disabled.
EMPLOYMENT STANDARDS:
1. High School Graduate
2. Office management experience preferred.
3. Minimum keyboarding speed 45 WPM with 90% accuracy.
4. Proficient in the use of Word and Excel
5. Valid Driver’s License and the ability to be insured through CES’s vehicle insurance carrier.
This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Individuals will follow any other instructions, and perform any other related duties, as may be required.