POSITION OVERVIEW:
This position is responsible for coordinating Early Learning Coalition (ELC) referrals, office services and related activities, and for providing administrative/secretarial support to the Compliance Manager and staff members of the Healthy Beginnings Entry Agency as assigned.
I. REQUIRED QUALIFICATIONS:
Education:
Associate's Degree or equivalent. Combination of education and experience may be substituted for degree.
Experience:
Two (2) years of related experience.
Age Specific Experience:
[X] Not Applicable [] Neonate/Infant []Toddler [] Pre-School Age
[] School Age [] Adolescent
License/Certification:
Valid Florida driver's license with clean driving record
Knowledge, Skills and Abilities:
- Proficient in Microsoft Software Applications (Word, Excel, PowerPoint)
- Proficient in database programs
- Excellent typing/word processing skills
- Excellent time management, organizational and coordination skills
- Excellent English written, grammar and verbal communication skills
- Strong interpersonal skills and ability to relate with individuals of different cultures
- Able to handle sensitive and confidential information in a professional manner
- Resourceful and willing to take initiative to seek information as needed
- Able to establish and maintain positive interpersonal relationships
- Able to work independently with minimal supervision
- Flexible and able to adapt to changing environment
- Excellent problem solving skills
- Able to demonstrate excellent attention to detail
- Able to remain calm and function effectively in a stressful environment
- Able to record and transcribe minutes
- Able to create own correspondence
- Able to effectively prioritize assignments and meet deadlines
- Able to report to and provide assistance to several staff simultaneously
- Bilingual (Spanish and/or Creole) preferred
II. ESSENTIAL FUNCTIONS:
- Opens, reviews, sorts and prioritizes internal and external correspondence, communication and general mail for the program.
- Screens incoming calls, takes messages and/or refers appropriately. Follows-up independently when possible.
- Assigns cases referred by ELC in HBDS.
- Contacts parents/guardians for ELC referrals received to provide child's results, offer HB services and schedule an appointment following contract and organizational requirements.
- Answers warm hand off phone calls from ELC staff and completes warm hand off process of scheduling clients for second level assessment with Developmental Consultants and Developmental Consultant Liaisons DC/DCLs.
- Schedules appointments with DC/DCLs to conduct second level assessments for ELC clients via DC/DCL's Outlook calendar.
- Communicates scheduled appointments to Program Supervisors for reassignments.
- Prepares correspondence, including letters, memos, spreadsheets, graphs and minutes as assigned.
- Acts as primary liaison between Healthy Beginnings Entry Agency staff and collaborating partners such as the Early Learning Coalition.
- Processes all outgoing mail including postage, certified, UPS, etc.
- Coordinates monthly correspondence to collaborating partners such as the Early Learning Coalition and child care providers (including copies, compiling information, and organizing monthly packets for distribution.)
- Ensures compliance with established process measurements and all other programmatic goals, and reports outcomes to supervisor.
- Provides general information and direction to staff and public as needed.
- Provides Data Support Coordinator relief and front desk coverage as needed.
The above list encompasses the essential functions of the job. It is not all inclusive and employees may be asked to perform additional tasks from time to time. All staff members are expected to perform their jobs in compliance with Agency Rules of Conduct and all legal and regulatory requirements that affect their position.
III. CORE COMPETENCIES
A. PLANNING, ORGANIZING AND EXECUTING
- Demonstrates the ability to understand and accept instructions.
- Takes responsibility for achieving results and follows through on assignments.
- Demonstrates ability to work independently.
- Shows initiative and discretion.
- Works effectively in a fast paced environment.
- Manages multiple priorities according to prescribed timelines.
- Demonstrates the ability to remain flexible within a changing environment.
- Demonstrates effective time management skills.
B. TEAM WORK
- Promotes a positive work environment.
- Seeks to do what is right for the team and/or organization.
- Collaborates well with all levels of staff.
- Participates in creating an inclusive and respectful climate.
- Proactively supports others through sharing knowledge and skills
C. COMMUNICATION
- Verbally expresses thoughts and ideas in a clear and concise manner.
- Documents information accurately and legibly.
- Demonstrates integrity by communicating directly and honestly.
- Listens actively and verifies understanding.
D. INTERPERSONAL SKILLS
- Builds effective internal and external relationships.
- Takes a proactive approach to dealing with conflict.
- Demonstrates courtesy in dealing with others.
- Shows respect for different opinions and views.
- Works effectively with diverse populations and is culturally sensitive to the needs of clients and staff.
- Demonstrates the ability to remain focused and respond appropriately in crisis and/or stressful situations.
E. WORK ETHIC
- Takes responsibility for achieving results and following through on assignments.
- Acts as a role model implementing daily routine and responsibilities.
- Complies with attendance standards and requirements.
- Complies with punctuality standards and requirements.
- Complies with Home Safe policies, procedures and Employee Handbook
- Maintains confidentiality and respects privacy issues.
F. TRAINING
- Completes annually required training within required time frame.
- Applies learned skills and knowledge to daily responsibilities.
- Keeps informed of new developments in specific field.
G. SAFETY
- Promotes a safe work environment and complies with Home Safe safety policies, procedures and standards.
IV. ADA STANDARDS:
A. Physical Demands:
Tasks involve the ability to exert light to moderate physical effort. May involve lifting, carrying, pushing and/or pulling of objects and materials of light to moderate weight (10-25 pounds). Repetitive sitting; standing; walking; reaching with hands and arms; climbing stairs; balancing; stooping; kneeling; talking; and listening. Tasks may involve extended periods of time at a keyboard or workstation. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Must be able to drive.
B. Mental Demands:
Ability to remain calm and rational when dealing with persons who may be agitated and/or violent. Ability to organize and prioritize projects and responsibilities.
C. Working Conditions:
May be exposed to contagious or infectious diseases. Residential, community, and/or office environment.