Lifeworks is hiring: Administrative Assistant in Westwood

Overview

Job Title: Administrative Assistant

Reports To: Executive Assistant

MISSION Advocacy

• Empowerment
• Opportunity

Summary

Is responsible for providing Administrative Assistant support to Lifeworks, with a focus on supporting the administrative needs of the Executive and Administrative Offices. Protects and enhances the rights of individuals in program. Complies with all principles of Human Rights, D.P.P.C., Department of Developmental Services, the Division of Medical Assistance and all other applicable funding regulations as adhered to by Lifeworks.

Essential Duties and Responsibilities

Includes the following. Other duties may be assigned:

• Assist Executive Assistant and Senior Leadership with coordination of all meetings and committees as assigned and requested. Duties can include, but are not limited to, all communications regarding meetings, scheduling, meeting room setup; preparation of meeting materials, distribution of meeting materials prior to meetings to all members, recording minutes and distributing minutes along with other meeting material.
• In conjunction with the Executive Assistant, may be responsible for downloading materials from secure and encrypted websites, ensuring the privacy and security of distributed materials. Work with committee chairs, senior leadership and other meeting leaders on the management of all meetings. Meetings include, but are not limited to: Board meetings, Board committee meetings, Agency ad hoc committees, Division and Department meetings as assigned and all other meetings as necessary.
• Schedule and book conference rooms when requested. Maintain a log and system for tracking the use of equipment associated with the conference rooms.
• Serve as the primary Administrative Assistant for certain departments, managing electronic information for all persons served in those programs as assigned or as needed.
• Assist the Executive Assistant in managing the building reception area, welcoming families, visitors and vendors, and support all administrative assistants and reception staff. Provide coverage as needed for reception, including answering and screening phone calls and admitting guests via the security system.
• Assist the Executive Assistant with training Administrative Assistants/Receptionists and Per Diem staff on the phone system; cover Receptionists breaks and vacations as needed; assist with phone inquiries, directing visitors and mail/delivery as needed.
• Monitor and manage records of incoming checks and funds. Maintain a log and submit to Lifeworks Business Office. Prepare outgoing correspondence (mail, email, faxes); review incoming faxes and distribute to appropriate staff; oversee incoming and outgoing mail and manage specialized mail requests.
• Order and maintain supplies; arrange for equipment maintenance for assigned departments. Work with Management Team members to order furniture and other non-capital items to support the agency’s mission.

Supervisory Responsibilities

Not Applicable

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education And/or Experience

High School Diploma or GED; five years related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write and proofread routine reports and correspondence. Ability to speak effectively before groups of individuals or employees of an organization. Ability to listen at meetings and translate these to minutes of the meeting.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Vehicle/Travel

Requires a legally insured and inspected automobile for use to be presented at work and available for use during working hours. If the program has an agency vehicle, staff are expected to drive it as needed.

Certificates, Licenses, Registrations

Valid and current driver’s license from the state of residency, and either be or will become a Notary Public.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include peripheral vision, depth perception, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Disclaimer: This job profile identifies the general duties and minimum level of skills required to perform this job. It is not intended to represent a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned. Employment at Lifeworks is on an at-will basis. This means that the employee or employer may terminate employment at any time, for any reason or for no reason and with or without prior notice. Nothing in this job description or employee handbook creates an employment agreement, express or implied, or any other agreement between an employee and Lifeworks.