Administrative Assistant (49263)

WESTCARE INC•Doral, FL

2d•$19 - $19•Onsite

About The Position

The Receptionist / Administrative Assistant is responsible for providing support to office manager and case management staff. This position requires answering incoming calls, directing them to the appropriate associates, and managing mail distribution. This role also includes maintaining office supplies and performing additional clerical duties to support daily operations. As the first point of contact for visitors and callers, the Receptionist ensures professional and courteous interactions with consumers and staff while contributing to a well-organized and efficient office environment.

Requirements

High School Diploma or equivalent is required
One year of related administrative experience is required.
Ability to communicate proficiently with all levels of staff.
Ability to collaborate with all levels of staff.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Understanding written sentences and paragraphs in work related documents.
Communicating effectively verbally and in writing as appropriate for the needs of the staff and consumers
Demonstrates ability to be extremely precise and detail oriented.
Understanding and application of federal, state, local and agency confidentiality rules and professional standards of conduct
Understanding of professional ethics, consumer rights, and professional responsibilities
Understanding of issues related to individuals with varied identities in prevention, intervention and treatment.
Understands that individuals with distinct community backgrounds have different perceptions of health
Understands that individuals with distinct community backgrounds define and perceive family and its importance differently
Demonstrates ability to work effectively with individuals with distinct community backgrounds
Articulates a working definition of adverse experiences
Understands the impact of adverse experiences
Understands triggers past adverse experiences
CPR Certification, First Aid Certification within first 6 months of hire
Knowledge of Microsoft Office
Knowledge of WestCare Mission, goals and values
Knowledge of Incident Reporting
Knowledge of HIPAA, Professional Ethics, Consumer Rights and Confidentiality
Familiarity with WestCare services and programs
Demonstrates a high degree of dependability.
Maintains a good attendance record.
Observes working hours
Shows flexibility and is responsive to requests from supervisor
Works independently with minimal supervision
Exhibits characteristics of good workmanship, and integrity on the job
Work time is always productive
Demonstrates ability to establish and maintain effective working relationships with consumers, co-workers, external partners, and regulatory agencies
Is courteous to consumers, staff, and all others.
Demonstrates tact at the appropriate time.
Cooperates with others both within and outside WestCare.
Works well with supervisor; accepts direction and supervision
Maintains a positive attitude toward work
Ensures and maintains a safe working environment.
Work area is clean and orderly.
Verbalizes, understands and adheres to agency safety procedures.
Demonstrates appropriate use of Unusual Incident Reports, in accordance with the Center’s reporting procedures
Presents a positive personal image
Dresses and maintains a professional demeanor

Responsibilities

Answer telephone calls and direct them to the appropriate staff member.
Transfer calls to voicemail when staff are unavailable.
Greet and screen office visitors, providing non-technical information and directing them to the appropriate party.
Take and retrieve messages for staff and consumers.
Provide general information, including company address, directions, fax numbers, website, and other related details.
Receive, sort, and forward incoming mail.
Distribute inter-office mail and faxes.
Coordinate express mail services (FedEx, UPS, etc.).
Assist with ordering, receiving, stocking, and distributing office supplies.
Maintain inventory of copier ink and program supplies.
Assist with printing and filing documents.
Create and update forms for various departments.
Generate and print certificates for staff training and consumer program achievements.
Prepare handbooks, brochures, envelopes, and pamphlets as needed.
Complete and submit check requests accordingly.
Maintain and update the agency contact sheet.
Coordinate the scheduling of conference room reservations.
Assist in planning and preparing office celebrations, including decorating and preparing birthday cards for employees.
Participate in special department projects as needed.
Learn about all agency services to provide accurate information to callers and visitors.
Participate in meetings and required trainings.
Perform other administrative activities including typing letters or reports, performing clerical accounting and data collection/entry.
Schedule appointments and arrange travel schedules, reservation, and other accommodations for the case management team.
Run errands upon request.
Ensure compliance with all orientation and mandated training activities within required timeframes.
Embrace and embody the mission, vision, guiding principles, and goals of WestCare Foundation.
Assist other WestCare staff collaboratively to maintain professionalism and community engagement.
Availability to work a flexible schedule as required by the department, including nights and weekends.
Perform any other duties as assigned.