Administrative Assistant - MH

POSITION OVERVIEW

The Administrative Assistant is responsible for supporting the daily administrative responsibilities of the front desk, waiting room, and assigned Sunbeam location This position will provide outstanding customer service while creating a warm, caring, organized and highly responsive environment. The Administrative Assistant is responsible for answering and directing phone calls, mail, scheduling and verifying appointments, receiving payments, processing billable services, client intake support, and other administrative duties as directed. Some duties may be specific to Administrative Assistants assigned to specific Sunbeam locations.

All employees and volunteers are expected to be sensitive to our client's cultural and socioeconomic characteristics, reflect sunbeam family services core values and to perform as Sunbeam's standards of excellence at all times.

ESSENTIAL FUNCTIONS

• Demonstrate capacity for providing developmentally sensitive, hope centered, trauma informed relationship-focused evidence-based/informed services and supports.
• Assist visitors by greeting, welcoming, and directing them appropriately.
• Direct and inform visitors and calls by maintaining and having basic knowledge of employee, program, and department directories.
• Maintain clear communication with staff and clients with a consistent positive demeanor and attitude.
• Respect the confidential and sensitive nature of the information handled/processed/shared.
• Notify appropriate agency personnel of visitor arrival.
• Answer, screen and forward incoming phone calls.
• Provide basic and accurate information in-person and via phone/email.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
• Ensure reception, waiting room, and Community Hope Center areas are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures), including routine sanitization.
• Receive, sort, and distribute daily mail/deliveries.
• Order front office supplies and keep inventory of stock.
• Support continuity among work teams and programs by documenting and communicating actions, irregularities, and continuing needs utilizing spreadsheets, checklists, and other electronic means of communication and data tracking.

JOB QUALIFICATIONS

Minimally Required

Preferred

Education

High school diploma or GED

Associate's Degree or continuing education credits in related field

Experience

Six (6) months reception or customer service experience

Skills

Knowledge

Abilities

Caring and compassionate attitude when interacting with and caring for children and families.

Accepting interpersonal approach that reflects cultural sensitivity to the unique and diverse experiences of families served.

Excellent command of English language and grammar, both verbal and written.

Willingness to work with high-risk, low- income communities.

Must exercise good judgment.

Able to appropriately respond to stressful situations.

Excellent customer service with both verbal and written communication skills.

Able to effectively and respectfully communicate in a manner that consistently demonstrates respect and concern.

Intermediate knowledge of computer operations and applications and the ability to master other computer technology/software programs, as needed.

Process, protect and exercise discretion in handling confidential information and materials.

Excellent customer services skills and ability to find resources

Excellent problem solving, time management, and organizational skills.

Able to work as a cooperative and supportive interdisciplinary team member

Sustained concentration to detail and accuracy, along with the ability to prioritize workload.

Bilingual staff must have the ability to effectively, accurately, and regularly communicate and translate conversations with families served by Sunbeam.

Valid Oklahoma driver's license and state required vehicle insurance for any vehicle used in performance of job duties

Able to travel and work evenings and weekends as required by the job

Local travel required plus work some evenings and weekends, as required by the job

Advanced computer database and Microsoft software application knowledge

Bilingual Spanish/English speaking ability to interact with children and families from multilingual homes

WORKING CONDITIONS

Physical Demands

While performing the duties of this job, the employee is required to frequently communicate with, supervisor, staff, families, and others, and must be able to exchange accurate information when doing so. Must be able to endure remaining in stationary position for extended periods (up to 80% of workday) and occasionally move about inside the office to access file cabinets, office equipment, etc. The employee must also be able to interact closely and safely with adults, families and children of all age. Must be able to communicate verbally in person and over the phone with adults, families and children of all ages. Occasionally must be able to move or lift up to 25 pounds at a time. Must be able to detect, discern, distinguish, observe, inspect and compare.

Work Environment

The employee will work in office environment. May work close quarters with other staff members, parents, and children. The noise level in the work environment varies from quiet, moderate to loud depending on work setting. Employee may be exposed to strong odors such as soiled diapers and clothes and poor hygiene. Staff may come into contact with childhood diseases and blood on occasion.

Other

The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. These statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel or candidate and may be subject to change at any time. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Sunbeam Family Services is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We are committed to fair and equal in all its employment practices for persons without regard to race, ethnicity, color, creed, age, gender, sexual orientation, gender identity or expression, pregnancy, religion, disability or degree thereof, national origin, domestic/marital status, political affiliation or opinion, veteran status, HIV status, AIDS status, genetic information, and any characteristic protected by federal, state, or local laws.