PT Administrative Assistant

Baptist Children's Home•Kinston, NC

7h•Onsite

About The Position

The Administrative Assistant is to perform duties and responsibilities related to the role of Administrative Assistant. These activities include answering the phone, handling paperwork, using the computer, greeting visitors, and working with staff and residents. The role also involves demonstrating knowledge and understanding of the organization’s purpose, philosophy, structure, services, policies, and procedures, and being committed to the three foundational priorities of the Baptist Children’s Homes of North Carolina: being Gospel Centered, maintaining a posture of serving and equipping the local church, and pursuing excellence in everything. The assistant will perform assigned tasks by establishing priorities, setting and evaluating goals, following through, completing tasks timely and accurately, maintaining workspace and equipment, problem-solving, and resourcefully gathering information. The position requires proficiency in office equipment, proper grammar, spelling, and punctuation, and tactful and effective communication with the public, staff, family members, and children in care, always maintaining a polite and courteous demeanor. Handling confidential information professionally and taking pride in work are also key aspects.

Requirements

High School diploma or equivalent
Excellent verbal and written communication skills, with the ability to positively represent the organization to internal and external contacts
One year of experience as a receptionist or other related field
Must be proficient in Microsoft software applications and database programs, including Word, Excel, and Outlook
Must be organized, work independently, and able to manage and complete multiple tasks
Meets the general qualifications for employment as outlined in the organization's personnel policies
Types with speed and accuracy, and maintains filing and statistical systems
Has experience operating standard office equipment (copy machine, fax, calculators, etc.)
Must maintain confidentiality
Ability to read, analyze, and interpret general information
Ability to effectively communicate with others, including managers, clients, customers, and the general public
Ability to calculate figures in order to assist with the preparation and completion of required reports
Ability to interpret a variety of instructions furnished in written, verbal, diagram, or schedule form and ability to draw conclusions
Complies with the organization’s policies and procedures concerning confidentiality and HIPAA regulations involving all aspects of client information

Responsibilities

Demonstrates knowledge and understanding of the organization’s purpose, philosophy, structure, services, policies, and procedures as they relate to job responsibilities as outlined in the policies and procedures.
Is committed to the three foundational priorities of the Baptist Children’s Homes of North Carolina: Be Gospel Centered, Maintain a posture of serving and equipping the local church, Pursue excellence in everything.
Performs assigned tasks, following these guidelines: Establishes priorities, Sets and evaluates goals and strategies, Follows through on assigned tasks, Completes tasks in a timely and accurate manner, Maintains workspace and equipment, Makes use of problem-solving processes, Resourcefully gathers information to aid in decision-making.
Is proficient in the operation of office equipment required for the position.
Uses proper grammar, spelling, and punctuation.
Communicates with the public, both verbally and in writing, tactfully and effectively.
Handles phone calls courteously, promptly, and responsibly.
Is supremely polite and intentionally courteous to the public, staff, family members, and children in care.
Takes pride in work and maintains an orderly, efficient work area.
Handles confidential information in a professional manner.
Puts mail up daily and has it ready for departure at the end of the day.
Has knowledge of up-to-date mailing procedures/practices and makes sure sufficient funds are on the postage meter.
Answers switchboard and directs call to appropriate persons.
Handles donated items, distributes them according to campus needs, and makes sure acknowledgments are made.
Responsible for Kennedy Home special mailings, i.e. Christmas Open House Invitations.
Records Christmas Sponsorship Donations.
Works with cottage parents to ensure acknowledgements are written from the children to the sponsors for special gifts.
Helps plan and carry out Kennedy Home campus-related meals.
Check messages each morning, making sure all messages are given to the proper person.
Supervises groups cleaning the administration building.
Sends out monthly birthday list to sponsoring churches/groups.
Assists administrative personnel by making copies on a copy machine.
Maintains campus keys kept in the office, which includes identification, distribution, collection, and protection.
Assign post office boxes to new employees.
Maintains organization vehicle maintenance logs via Fleetio.
Prepare and update Administration Bulletin Boards.
Maintain accurate and timely Certificates of Insurance (COIs) for all approved contractors.
Represents the organization to various individuals, groups, and the public in a professional manner.
Works with everyone in a professional manner.
Respects the cultural and socioeconomic diversity of staff members and children in care and strives to create positive relationships within Baptist Children’s Homes of NC.
Participates in the organization’s Performance Quality Improvement (PQI) program as needed.
Prepares and participates in scheduled supervisory conferences.
Keeps supervisor informed of any significant events which may arise during the work day.
Participates in 90-day and/or annual performance evaluation.