Administrative Assistant
Abilities United, Inc. - Palo Alto, CA

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DESCRIPTION

JOB SUMMARY: The Administrative Assistant position provides administrative, clerical, customer service and data management support for Children's Developmental Services (CDS) program management and team.

DUTIES

ESSENTIAL REQUIREMENTS:
  • Ensure highest ethical & business practices
  • Ensure compliance with all legal requirements and agency policies
  • Ensure a healthy, safe, clean working environment
  • Ensure the health and safety of clients / program participants, personnel and visitors at all times
  • Provide attentive and professional customer service to all families
  • Excellent organizational skills
  • Ability to use a computer and knowledge of software such as Microsoft Word, Excel, PowerPoint, and Outlook Exchange
  • Establish and maintain positive working relationships with referral sources and community
  • Engage in cross-training and provide substitute coverage for programs as assigned
  • Complete and maintain program, staff and space calendars for CDS
  • Contact families to confirm appointments for assessments, services and special events
  • Assist management team with parent education program and activities (scheduling, planning, etc.)
  • Provide statistics for CDS programs monthly
  • Assist management team with monthly billing procedures as assigned (service tracking, invoicing, payment tracking, receipt generation and distribution)
  • Complete intake/discharge paperwork and filing for CDS clients
  • Manage birthday/graduation/case management/phone lists
  • Manage program related emails, newsletters, bulletin boards, event postings and other communication systems
  • Respond, provide information and direct CDS related phone calls, emails and in person requests
OTHER DUTIES:
  • Attend staff meetings, trainings and department events as assigned
  • Promote, market and represent department in the communities, at fairs, tours and other events in the community
  • Monitor office and program supply lists for program and shop for supplies as needed.
  • Assist with maintenance and organization of parent resource library and files
  • Ensure POSs, authorizations and payment history data are up to date for all services
  • Special projects as assigned by Director
  • Explore and develop further improvements for efficient administrative tasks
  • Assist management team with licensing, accreditation requirements, preparation and maintenance as assigned
  • Update, organize and make available department and agency forms
PHYSICAL ACTIVITY REQUIREMENTS:
  • Ability to stand/sit for extended periods, kneel, reach & bend related to completion of duties
  • Ability to lift & carry 50 lbs.
  • Ability to perform sedentary work
  • Ability to use a keyboard
  • Ability to drive and access to vehicle for work related trips
Duties & responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

QUALIFICATIONS

High School Degree or Equivalent required. AA or BA business in administration, early childhood education or related field preferred.
Experience: Minimum 2 years' experience performing administrative duties; demonstrated knowledge of Microsoft Word, Excel and Outlook.
Substitution: None
Certification: None
Other: Communicate clearly & effectively, verbally & in writing; project a professional & positive image at all times. Must have valid driver's license, automobile liability insurance. Bilingual in English and Spanish strongly preferred

Pre Employment Requirements: Clearance with the Department of Justice by completing a background check consisting of having fingerprints processed by appropriate law enforcement agencies.

Post Employment Requirements: Physical, 2-step Tb test. Maintain all job related certification requirements.
ABILITIES UNITED IS AN EQUAL OPPORTUNITY EMPLOYER ESSENTIAL REQUIREMENTS:
  • Ensure highest ethical & business practices
  • Ensure compliance with all legal requirements and agency policies
  • Ensure a healthy, safe, clean working environment
  • Ensure the health and safety of clients / program participants, personnel and visitors at all times
  • Provide attentive and professional customer service to all families
  • Excellent organizational skills
  • Ability to use a computer and knowledge of software such as Microsoft Word, Excel, PowerPoint, and Outlook Exchange
  • Establish and maintain positive working relationships with referral sources and community
  • Engage in cross-training and provide substitute coverage for programs as assigned
  • Complete and maintain program, staff and space calendars for CDS
  • Contact families to confirm appointments for assessments, services and special events
  • Assist management team with parent education program and activities (scheduling, planning, etc.)
  • Provide statistics for CDS programs monthly
  • Assist management team with monthly billing procedures as assigned (service tracking, invoicing, payment tracking, receipt generation and distribution)
  • Complete intake/discharge paperwork and filing for CDS clients
  • Manage birthday/graduation/case management/phone lists
  • Manage program related emails, newsletters, bulletin boards, event postings and other communication systems
  • Respond, provide information and direct CDS related phone calls, emails and in person requests
OTHER DUTIES:
  • Attend staff meetings, trainings and department events as assigned
  • Promote, market and represent department in the communities, at fairs, tours and other events in the community
  • Monitor office and program supply lists for program and shop for supplies as needed.
  • Assist with maintenance and organization of parent resource library and files
  • Ensure POSs, authorizations and payment history data are up to date for all services
  • Special projects as assigned by Director
  • Explore and develop further improvements for efficient administrative tasks
  • Assist management team with licensing, accreditation requirements, preparation and maintenance as assigned
  • Update, organize and make available department and agency forms
PHYSICAL ACTIVITY REQUIREMENTS:
  • Ability to stand/sit for extended periods, kneel, reach & bend related to completion of duties
  • Ability to lift & carry 50 lbs.
  • Ability to perform sedentary work
  • Ability to use a keyboard
  • Ability to drive and access to vehicle for work related trips
Duties & responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

Abilities United, Inc. - 18 months ago - save job - block
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About this company
Abilities United champions people with developmental and physical challenges and provides the training, education and support to lead the...