Administrative Assistant

Job Description

#MyCHSWhy: Lindsey Cannon from Children’s Home Society Florida on Vimeo. 

Since opening our doors in 1902, CHS became a part of Florida’s history. 

CHS has been committed to growing and evolving to provide the right services and solutions to address the needs of children and families throughout the changing times.  Every day, our team works with parents and kids to empower them and encourage them. With innovative technology solutions and a dedicated, experienced team throughout the state, we’re changing the face of foster care and positively impacting children and families’ lives for generations to come.

Join our team to continue to do good and create history serving Florida’s children and families!

The Administrative Assistant provides efficient, customer-focused, high quality administrative services that support CHS business functions and operations. The incumbent contributes to the CHS high performance culture by exhibiting our values and providing quality results that position CHS as the leader in delivering proactive behavioral health, case management, community and early childhood solutions for children and families.

WHY JOIN CHS?

• Uplifting mission-driven work culture
• Make an impact in your community and become a part of Florida’s history!
• Growth and professional development opportunities
• Great benefits package, including generous paid time off and holidays

Primary Job Functions

1.  Provide efficient, customer-focused, high quality administrative services that support CHS business functions and operations.

• Perform administrative activities, including taking calls, typing memos, letters, reports, etc., data collection and entry, photocopying, faxing, etc.
• Set up and/or maintain files, records storage.
• Maintain current phone number or extension listing.
• Sort, open and distribute incoming mail; prepare outgoing mail and packages; accept package deliveries.
• Order and maintain inventory of office supplies, CHS branded letterhead and other materials, as needed.
• Greet clients and visitors; screen for access and provide badge for entry; maintain daily visitors log, when needed.
• Verify that break rooms, refreshment stations, meeting rooms are returned to original condition at the end of each day.
• Prepare mileage/travel expense reports for team members.
• Arrange meetings or appointments for team members.
• Manage petty cash.
• Support invoice approval and coding processes.
• Run errands upon request.

2.  Contribute to a positive, engaging work environment.

• Provide coverage for other administrative support team members, as needed.
• Keep up-to-date on various community resources to assist callers, visitors and team members where needed.
• Participate actively in departmental meetings, training and education, as well as the quality and safety processes.
• Comply with CHS’s code of conduct, policies, procedures and other obligations.
• Pick up projects on the fly; perform other duties as assigned from time to time.
• Demonstrate the CHS Common Bond Values in the performance of all job duties.

Job Qualifications

Education, Licenses & Certifications:

• HS Diploma/GED equivalent, required.
• AA/AS Business Administration or related degree; advanced secretarial training strongly preferred.
• Florida Driver’s License within 30 days of hire, required.

Experience:

• Demonstrated proficiency in word processing and spreadsheet applications, required.
• 6 months to 1 year of administrative support experience and/or formal training in secretarial or office administration.

Competencies

• Speak, read, and write English at the high school level.
• Learn and operate office equipment, including copiers, fax machines, and telephone systems.
• Carry out assigned duties to provide CHS with capability to operate its business during a declared disaster/emergency.
• Perform at a high level of autonomy, with general supervision.
• Plan, organize and manage time, handling multiple tasks at once.
• Solve practical problems using sound judgement.
• Communicate clearly and concisely, orally and in writing.
• Develop interpersonal relationships, collaborate and act as part of a team.
• Perform under strong demands in fast-paced, diverse, sometimes ambiguous environment.
• Maintain professional boundaries and handle confidential information appropriately.
• Handle highly stressful and sensitive situations in a professional manner.
• Meet critical deadlines, while maintaining attention to detail, accuracy and quality.
• Commit to providing high customer satisfaction with positive service delivery results.
• Demonstrate the behaviors of the CHS Common Bond Values

 Together, good can be done.