Administrative Assistant (45195) Job at WestCare in Miami

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Position Summary

The Administrative Assistant will be responsible for providing administrative support to the Program Director and program staff. Responsibilities include reviewing, filing notes/charts, maintaining program databases, scheduling group sessions, typing documents using Word and Excel, receiving visitors, screening and directing calls, arranging meetings or travel, obtaining referral information for enrollment, creating and maintaining consumer chart records, promoting programs, attending community events, and providing information to consumers about Group Classes.

Essential Job Functions

• Set up and review filing systems for efficiency.
• Provide accurate information regarding agency policies to staff.
• Maintain program forms and literature, ensuring information is current.
• Sort and distribute mail; handle deliveries and inventories.
• Maintain supplies necessary for department operations.
• Assist program staff as needed.
• Attend staff meetings and take minutes as required.
• Maintain Consumer Chart Records & Demographic Database Information.
• Collect and record statistical data for reports.
• Prepare department reports using collected data.
• Gather and maintain demographic information of referrals.
• Perform typing assignments accurately and proofread for errors.
• Complete assignments by due dates.
• Research on assigned projects.
• Respond to routine and confidential mail appropriately.
• Duplicate documents using appropriate equipment.
• Mail, fax, and distribute flyers and copies timely.
• Greet visitors and provide assistance.
• Answer questions and relay messages accurately.
• Serve as liaison between committees and staff.

Qualifications

Education: High School Diploma or equivalent required; Associate's degree preferred.

Experience: Minimum two years of secretarial/administrative experience required. Bilingual preferred. Certifications in CPR, First Aid, and TB testing are required. Proficiency in Microsoft Office Suite. Ability to provide an Affidavit of Good Moral Character. Must pass pre-employment drug testing and criminal background checks.

Additional Details

Seniority level: Entry level

Employment type: Full-time

Job function: Administrative

Industries: Individual and Family Services

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