Administrative Specialist

Job description

PURPOSE OF POSITION:

This is a full-time time position where the person provides general administrative support, including data entry, word processing, typing, filing, answering telephones and other administrative support and/or projects necessary for the functioning and development of Integrated Health Services (IHS).

ESSENTIAL RESPONSIBILITIES:

1. Provide reception services including staffing the front desk, answering phone calls, and directing callers to the appropriate IHS team member.
2. Data entry including, but not limited to, information needed in the Magellan Portal, Kaleidacare, maintaining spreadsheets, and other activities necessary to support the collection of data for Integrated Health Service.
3. Maintain inventory for office supplies, order, and replenish as needed.
4. Maintain inventory of necessary forms such as brochures, membership cards, and enrollment documents.
5. Create and maintain resource file for IHS team, including making files for new resources, ensuring information is current and accurate, and replenishing forms as needed
6. Provide assistance as needed in meeting preparation including copying documents, arranging room, and setting out meeting supplies and refreshments.
7. Prepare communications to IHS members that may include large scale mailings to all members.
8. Assist as needed with required reporting for IHS program.
9. Prepare and maintain 'go bags' for IHS off-site enrollments and community presentations.
10. Facilitates program satisfaction surveys as directed.
11. Assist with administrative projects as requested.

OTHER RESPONSIBILITIES:

1. Provide coordination of travel arrangements as needed.
2. Makes copies of handouts and other information as needed.
3. Availability to travel between IHS office, Children's Square main campus, and other off site meeting locations as needed.
4. Performs other clerical duties and reports as assigned by the IHS Director or Assistant Director.
5. Completes mandatory training and other training as required by Children's Square USA or the IHS Director.
6. Attends and actively participates in team meetings by preparing agendas and taking minutes as needed
7. Promotes a positive team environment.

ESSENTIAL QUALIFICATIONS:

• High School diploma or equivalent.
• Knowledge of Microsoft Office Suite and the ability to maintain and format spreadsheets.
• Strong written and verbal communication skills.
• Ability to take initiative, work independently and manage multiple tasks.
• Clean driving record, reliable transportation, and ability to travel between IHS office, Children's Square main campus, and other meeting locations as necessary.
• Professional appearance, demeanor, and dependability.
• Ability to appropriately handle confidential information.
• Ability to interact with coworkers, clients, families and children with sensitivity and responsiveness to cultural and socioeconomic characteristics.

ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS:

• Typical office working conditions.
• Position requires extensive sitting and looking at a computer screen.
• Some bending and lifting, primarily in regards to moving and storing office supplies and occasionally climbing of stairs.
• Requires standing at copy/fax machine
• Correct hearing and vision within normal range.
• A normal workweek with some flexibility of hours as needed, seldom requires weekend hours.