Administrative Assistant

LSS•Eau Claire, WI

13d•Onsite

About The Position

Lutheran Social Services is seeking a full-time Administrative Assistant to join our Fahrman Center. The Fahrman Center is a 42-bed adult residential treatment facility that provides inpatient addictions services for men and women, as well as restorative justice services for clients involved with various correctional entities. This role is a full-time, benefits-eligible opportunity. The hours are 8:00 am - 4:00 pm. This position provides clerical and administrative support to the agency in a variety of areas, which could include clerical, receptionist, project-based, and other support tasks.

Requirements

Must comply with applicable service regulations as well as agency and departmental policies and procedures.
Must relate to people of varied ethnic and cultural backgrounds, ages, and economic circumstances with respect and dignity.
Must support the Mission, Vision and Values of the Agency.
Represent LSS internally and externally as a servant leader in thought, words and actions.
High School Diploma or equivalent.
Minimum 1 year prior administrative experience preferred.
Proficiency in a variety of software programs (Microsoft Word, Excel, PowerPoint, Outlook, or equivalent) is required.
Ability to read, write, analyze and interpret to complete required documentation by established timeframes.
Ability to document in a neat, legible, accurate, objective and consistent manner to reflect the services provided.
Ability to effectively present information and respond to questions from all levels of LSS management and employees, as well as the individual, family, and circle of support.
Working knowledge of computers to allow employee to access computer systems and applications to complete timecards, read and respond to email, and complete required on-line training.
Ability to utilize efficiently an electronic health record(s) for documentation of direct services.
Must be able to work on computer and utilize computer applications and programs to effectively complete the job.
Ability to work within a variety of ever-changing software packages and computer systems.
Maintain records and accurate filing systems.
Regular use of technology for meetings and communication to include email, conference calls, web-based meetings and webinars.
Ability to travel on day trips as required, but will be infrequent. Rarely, would overnight travel be required.

Nice To Haves

Associates Degree in administrative support area is preferred.
Associates Degree may be substituted in lieu of prior experience.

Responsibilities

Deliver excellent customer service while maintaining an understanding and supportive demeanor.
Maintain an accurate information stream that meets the needs of clients and programs.
Continue to expand and improve technical knowledge and be an administrative resource for others in the agency.
Provide guidance, work direction, and support to other administrative employees and volunteers as necessary.
Create and edit documents (Word, Excel, PowerPoint, etc.).
Type various documents and correspondence including meeting minutes.
Proofread all documents for correct grammar, spelling, punctuation, and content.
Communicate effectively with program partners regarding tasks, responsibilities, and deadlines.
Problem-solve and provide suggestions for efficiency and improvement as warranted.
Make recommendations regarding system changes that foster efficiency and quality.
General office duties as assigned (e.g., mail, copying, preparation of documents, etc.).
Troubleshoot and ensure office and facility needs are met and work with vendors as needed (office equipment, safety checks, fire extinguisher inspections, etc.).
Provide receptionist duties as needed. This will include answering telephones, taking messages, scheduling appointments, and greeting visitors.
Provide program-specific support, which may include billing support functions, data entry, and other needed support.
Prepare and, if applicable, develop/create department forms and maintain a supply of paper forms.
Prepare and mail letters and packages.
Create, organize, and maintain files. This may be hard copy files, electronic files, and databases.
Assist in planning, scheduling, and preparing for meetings and events.
Collaborate with other team members and assist with projects. Collaboration may include entities that are working at various locations.
May have position-specific administrative duties that are particular to a certain area(s) or program(s).
Participate in other projects and other duties, as assigned and needed.