Job Description

Essential Duties and Responsibilities: The person filling this position is expected, under close supervision, to:

(1) Provide administrative and clerical support to ensure the smooth operations of all departments; (2) answer and screen incoming telephone calls; (3) direct callers and general voicemail messages to the appropriate personnel; and (4) assist non-clerical staff with clerical work (i.e., data collection and data verification); including the following:

• Maintain professional relationships with clients and client confidentiality.
• Practice Universal Precautions/Standard Protocol & Procedures.
• Comply with any and all Federal, State, City and CAMBA security and privacy polices intended to protect the security and privacy of individually identifiable health information.
• Greet visitors/clients, determine nature of business, and announce visitors to appropriate personnel.
• Provide callers with answers to questions about the organization (i.e.-address, fax #, directions, etc.).
• Compose, type and send general correspondence, memos, reports and marketing materials (via e-mails, faxing, interoffice mail, etc.).
• Copy, collate and file correspondence and various documents weekly.
• Organize and maintain filing system(s).
• Coordinate and schedule meetings, conference calls, prepare agendas, reserve and prepare meeting rooms/facilities.
• Record, type and distribute minutes of meetings.
• Enter data into automated management information system.
• Ensure all agency forms, staff directory, and profiles are updated weekly.
• Ensure that fax and copy machines are in working condition.
• Monitor, troubleshoot, and track all office equipment maintenance issues.
• Schedule all office equipment repairs, and servicing as needed.
• Prepare, submit and track all MIS requests for assistance.
• Post, monitor and secure information on all employee and/or client bulletin boards.
• Collect and track employee time and attendance/vacation/comp-time and record into log.
• Provide purchasing/procurement support (i.e.-reconcile purchase orders and invoices).
• Order, receive, track, store and distribute office supplies.
• Assist with the audit of all employees' time and attendance data.
• Deliver all employee time sheets to the Payroll department .
• Coordinate and assign staff mailboxes as needed.
• Conduct mail pickups and/or deliveries.
• May facilitate, monitor and log client’s business phone usage.
• May coordinate, plan and participate in special events.
• May provide administrative support to upper management staff (EVP, SVP, VP, SPD, PD, APD, SPM, PM).
• May arrange and coordinate travel schedules and reservations and prepare travel vouchers.
• May update appointment calendars.
• Tasks may be modified, expanded and/or assigned over time.

MINIMUM EDUCATION/EXPERIENCE REQUIRED:

• • High school diploma or G.E.D. or equivalent experience.

OTHER REQUIREMENTS:

• Must obtain Dept. of Health, Dept. of Education fingerprint clearance; doctor's note certifying good health; proof of negative results from TB test; Staff Exclusion List (SEL) clearance and State Central Registry (SCR) clearance.
• Ability to maintain State Central Registry (SCR) clearance and fingerprint clearance throughout the duration of employment.
• Ability to adapt to the culture and environment of a public school.
  • Proficient experience using Microsoft Office software and knowledge of databases.
  • Ability to type 45 words per minute.

Job Tags

Similar Jobs