Administrative Assistant Job at Childrens Home Society of Florida in Pensacola

CHS has been committed to growing and evolving to provide the right services and solutions to address the needs of children and families. 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.

Overview

The Administrative Assistant provides comprehensive, high quality administrative and organizational services that support CHS business functions and strategic priorities. In this role, the incumbent manages schedules, handles communications, maintains records and assists with various projects while ensuring efficient day-to-day operations. Overall, the Administrative Assistant contributes to CHS’s strategic objective of reimagining what HOME means by creating spaces where every child and family is supported and has access to the opportunities they need to pursue their dreams.

• Make an impact in your community and become a part of Florida's history!
• Growth and professional development opportunities

• Provide comprehensive, high quality administrative and organizational services that support CHS business functions and strategic priorities, while ensuring efficient day-to-day operations.
• Provide general office administrative support, such as answering telephones, opening and distributing mail, etc.
• Draft, review and prepare correspondence, reports and presentations.
• Assist in managing calendars, scheduling meetings, travel and events.
• Maintain organized filing systems and ensure timely follow-up on action items.
• Make appropriate purchases for office needs.
• Assist in preparing board and/or committee meeting logistics, agendas, minutes and reports.
• Prepare travel and expense reports, when needed.
• Manage invoice approval and coding, forwarding to Finance for processing and payment, when needed.
• Manage purchasing card use and receipt processing; handle any petty cash, when needed.
• Assist with special projects and other support work (e.g., data and report compilation, contract proposal development, insurance renewal, budget preparation, etc.), as needed.
• Provide guidance and support to administrative and management colleagues as directed.
• Keep up to date on various community resources to assist callers, visitors and team members where needed.

• Contribute to a positive, engaging work environment.
• Develop a strong knowledge base and stay current on job-related issues and trends.
• 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.
• Assist with training other Administrative Support team members and provide in office/remote coverage when necessary.
• Pick up projects on the fly; perform other duties as assigned from time to time.

Job Qualifications

Education, Licenses & Certifications:

• High school diploma or GED equivalent, required, with ability to speak, read and write English as the high school level.
• Two years of college or advanced secretarial training, preferred.
• Florida Driver’s License within 30 days of hire, required.

Experience:

• Minimum of 3 years of secretarial training or administrative support experience, required, with ability to type at least 55-60 words per minute.

Knowledge/ Awareness of:

• Understanding of administrative practices, project management and organizational operations.
• Proficiency with productivity tools (MS Office Suite, Zoom/Teams, etc.).
• Awareness of general confidentiality requirements and ethical standards in handling sensitive client-related and other data and information.

Skills/ Ability to Demonstrate CHS Core Behaviors:

• Caring – Demonstrate active empathy, kindness and compassion in every interaction, while setting healthy limits and boundaries with clients.
• Client-Focused – Provide high levels of customer service, exercising discretion/diplomacy while acting to protect clients when necessary.
• Curious – Exhibit willingness to explore/reframe problems as opportunities, using good judgement to solve practical problems.
• Committed – Manage multiple priorities while taking initiative to achieve desired results and outcomes.
• Accountable – Meet critical deadlines, while maintaining high attention to detail and accuracy.
• Proficient – Undertake job duties with minimal supervision, using general office tools, including MS Office Suite and Teams.
• Resourceful – Accomplish tasks with available resources, stewarding CHS resources appropriately.
• Team Player – Collaborate and work well with colleagues, contributing to positive morale and spirit within the team.
• Coalition Builder – Establish internal and external connections to collaborate on shared goals.
• Inclusive – Interact effectively with others, being sensitive to differences in attitudes, styles, cultures and socioeconomic backgrounds.
• Excellence-Driven – Is present and prepared, delivering high quality work.
• Leader – Exhibit a professional presence, demonstrating strong interpersonal and communication skills with unwavering Respect, Integrity and Dedication to the CHS mission.

Together, good can be done.

Travel Required

Yes. County Wide

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.