Administrative Assistant

Tanager Place

Tanager Place is seeking an experienced candidate to serve as an Administrative Assistant.  

The successful candidate will be dedicated, highly organized and detail-oriented to support the administrative needs of a fast-paced highly complex agency. Candidates must be familiar with organizing in-person, phone, and virtual meetings, coordinating processes with multiple individuals involved and maintaining strict confidentiality with client/consumer or personnel files.  Candidates should possess unparalleled customer service skills, be a self-starter with the ability to multitask and prioritize assigned work according to urgency and priority.
Position Summary:
Performs a variety of clerical, receptionist, and administrative functions in support of the Department and associated with the mission and operations of the agency.
Examples of Essential Functions:
  • Greet/check-in visitors into department by creating a welcoming environment to clients, families; employees, and members of the community;
  • Answers telephone calls, provide information to callers and visitors or refers callers and visitors to other appropriate personnel;
  • Performs confidential administrative duties for the department director and others, maintaining confidentiality of staff and client/consumer information;
  • Enters data into web portals, and Tanager Place software;
  • Utilize Microsoft excel to track and manipulate data;
  • Maintains professional boundaries with clients/consumers, families, and other agency employees;
  • Order department supplies, materials, etc., ensuring requisitions are appropriately authorized;
  • Process incoming and outgoing mail; distribute mail as appropriate;
  • Process incoming faxes; distribute as appropriate;
  • Maintains cleanliness of waiting room and mail room as needed;
  • Work as a member of a team with other Administrative Assistant staff in the department and across the agency;
  • Be willing to periodically perform back up duties for other Administrative Assistant staff within the agency as needed;
  • Work effectively as a valuable team member in a fast paced environment with quickly changing priorities;
  • Recognize and understand consumer service standards and are consumer focused at all times. Be a good customer service role model for staff;
  • Support and ensure visitor check-in procedure is followed per policy;
  • Demonstrate appropriate age-specific and cultural competencies in interactions with clients, families, co-workers and other professionals;
  • Be aware and respectful of cultural and socioeconomic characteristics of clients/families;
  • Be familiar with policies and procedures available in agency orientation, treatment and personnel manuals;
  • Prepares materials as directed to meet agency needs;
  • Completes all necessary training as assigned including required continuous education, conference attendance, review of relevant materials, and completion of Relias training;
  • Performs all work duties and activities in accordance with Tanager Place policies; procedures and safety practices;
  • Attends work regularly at the designated place and time;
  • Performs related work as required.
Knowledge/Skills/Abilities
  • Effectively utilize the agency’s Electronic Health Record system;
  • Proficient use of Microsoft Excel, Access and Word or similar software;
  • Proficient typing skills;
  • Knowledge and use of the agency’s Trauma Informed Care model;
  • Ability to establish and maintain complex records and files;
  • Ability to handle confidential information with tact and discretion;
  • Ability to use empathetic listening skills, communicate with clarity and maintain an attitude that conveys respect;
  • Ability to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
  • Ability to communicate effectively and establish and maintain effective working relationships with other Tanager Place employees, state and federal stakeholders, program participants, and the community;
  • Ability to operate a personal computer using program applications appropriate to assigned duties and responsibilities;
  • Ability to work cooperatively and to maintain effective working relationships to accomplish job responsibilities;
  • Thorough knowledge and experience as a productive team member with the flexibility to adapt to daily changes in routine or assignments;
  • Ability to critically think through issues/problems and identify effective solutions/outcomes;
  • Ingenuity, creativity, and inventiveness in the performance and completion of assigned tasks and responsibilities;
  • Communicate effectively in writing and verbally with strong written and verbal communication skills;
  • Ability to act as a positive emissary of Tanager Place in all meetings with public and other agency employees to promote positive image of Tanager Place at all times.
Required Attributes:
  • Positive, proactive attitude, takes initiative without prompting;
  • Must be accurate, possess good attention to detail and treat all records, reports, etc. confidentially;
  • Ability to cope under stressful situations and handle complex assignments;
  • Consistent and reliable with task direction and completion, often completing projects ahead of deadlines with exceptional quality;
  • Handles multiple projects and work assignments successfully.
Acceptable Experience/Training/ Education:
  • Graduation from High School or GED required, Associate’s degree preferred with one to three related experience and training;
  • Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work;
Required Special Qualifications:
  • n/a

Job ID: 69071

Posted 5 days ago

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