Administrative Assistant

Description

A world where every child is safe, every family is strong, and hope outshines hardship. We help children heal from trauma so they can build healthy relationships, succeed in education and discover their own world of opportunities and possibilities. This happens by engaging a child in the context of their family issues. We know that, to end a cycle of abuse or trauma, we must work with children to clarify their thoughts and feelings and get a realistic view of each family member’s role in their life. In response to this community-wide challenge, Presbyterian Children’s Homes and Services (PCHAS), now operates 12 programs in 34 locations, serving nearly 4,500 children and families each year, which provide children with permanent homes and adults with increased self-sufficiency. This is accomplished by the agency’s commitment to “The PCHAS Way” which inspires the agency to be strength-focused, family-centered, and goal driven with every client.

Position Summary

The Administrative Assistant position provides administrative support to the PCHAS Counseling Center in Waxahachie. Primary responsibilities include entering and maintaining client information in the program’s management information system, supporting marketing and community outreach efforts, maintaining and organizing client case records, filing, preparing and printing reports, and assisting with general office operations. Additional duties may include copying, labeling, mailing, organizing materials, and other administrative tasks as assigned.

Core Responsibilities

• Provides clerical support to the Counseling Center Supervisor and staff, including generating letters, memos, reports, etc.
• Assists all staff in retrieving documentation from files, copying, faxing and mailing information.
• Makes phone calls on behalf of staff as needed in the process of task completion and other program operational requirements.
• Collections and files all material related to the Counseling Center on a weekly basis.
• Creates, organizes and maintains all client records as needed. This includes entering information into the PCHAS data management system.
• Manages archives of files.
• Provides all receptionist responsibilities. Welcomes guests as needed.
• Takes messages and directs phone calls to the appropriate staff person.
• Telephone messages must be handled discreetly in order to ensure client confidentiality.
• Receives RSVPs for meetings and trainings.
• Requests office and kitchen supplies as needed.
• Ensures that all office equipment is in good working order.
• Responsible for accounting that must be reported to the Central Office.
• Oversees outgoing and incoming mail. Responsible for correct postage on outgoing mail and securing online postage. Responsible for distribution of incoming mail, giving appropriate attention to any monies received in mail.
• Verifies client insurance for claims.

Working Conditions

The Administrative Assistant works primarily from the office in a varying schedule as dictated by the current needs of the program and authorized by the DFW Regional Director. The environment is shared workspace with access to a computer workstation, fax machine, copier, and telephone. The work environment is subject to mild stress. Work hours typically fall within typical weekday business hours. Occasional local travel to run errands using employee’s own vehicle. Hours will be determined based on the need of the counseling center.

Requirements

• A High School diploma.
• Experience working with computers, including working within a Windows and Web-based environment, Word, Excel, and Internet Explorer.

Skills

• Must be well-organized and self-motivated, able to work with minimal supervision.
• Able to prioritize and be accountable for timelines, to complete projects in a timely manner.
• Must have good oral and written communication skills.
• Must have a post-high school level reading ability.
• Must have above-average computer skills working within a Windows and Web Based environment including a working knowledge of Microsoft Word, Excel, and Internet Explorer.
• Must demonstrate the ability to work harmoniously with others.
• Must have good computer keyboarding skills, including being able to type at least 40 wpm.

Miscellaneous

• Must have a valid Texas Driver’s License, a reliable vehicle and proof of insurance for the vehicle used in work related activities.
• May be required to work evenings and weekends depending on workflow.