I. Position Concept
Provides general administrative support to department or team. Provides data tracking and maintenance for administration support functions. Coordinates special functions as assigned.
II. Essential Functions
Performs general clerical duties to include, but not limited to: photocopying, faxing, processing of incoming and outgoing mail, appointment and calendar maintenance, preparing correspondence, and filing.
Answer incoming phone calls, distribute messages, greet visitors/clients and direct staff members.
Type general correspondence, responses to inquires, reports, and memoranda. Copy and distribute as needed.
Responsible for department s data-entry, electronic record keeping, and file management, retrieval, retention, storage, updating, and destroying files as directed by policies and procedures; maintain confidentiality of client and staff records.
- Responsible for providing computer support and assisting staff in completing computer reports.
Maintain and order office supplies; schedule maintenance/repair for office equipment.
Schedule and coordinate meetings, appointments, office program events, and travel arrangement. Records meeting minutes and document accordingly.
Assist with tracking program/department expenditures, ensuring purchasing orders and/or invoices and receipts, including motel billings, travel reimbursements, office supplies, forms/printing orders, testing materials, etc., are processed in a timely manner. May maintain petty cash receipts.
III. Other Duties Include, But Not Limited To
- Participate in training and development activities as required.
- Report any acts, incidents or conditions that reflect the possibility of inappropriate youth-to-youth or staff-to-youth relationships.
- Report any use of physical force and all unusual incidents per Eckerd policy and state guidelines.
- Perform other duties as assigned.
IV. Position Specifications
Education: High school diploma or equivalent required. AA degree preferred.
Experience: Two years general office and administrative experience required. Experience with customer service and multi-task office setting.
Skills: Detail oriented, excellent verbal and written communication skills. Ability to interpret, adapt and apply guidelines and procedures. Ability to work independently and utilize initiative, ability to be organized and to meet deadlines. Proficient in Windows environment, Microsoft Office (Excel, WORD), ability to learn and utilize other software programs.
Physical Demands: Ability to sit at desk for long periods of time, and tolerate extended periods of data entry. Must be free of communicable diseases as required by the state and to the extent that knowledge is attainable under the law.
Other: Maintain an appropriate and valid state driver s license. Must meet state criminal background check requirements. Successfully complete State of Florida Criminal History Background Check requirements as well as meet the Association's policies on background screening.
Travel: Must be able to meet requirements for Eckerd s Auto Insurance and be able to drive for business purposes. Must have reliable transportation. Must possess and maintain an appropriate and valid state driver s license. Ability to use personal vehicle for Association business.