Opportunity Living

Executive Administrative Assistant

Date Posted
October 27, 2020
Type
Full Time

Job Details

Location: Lake City 

Hours: Monday-Friday 8:00 a.m.- 4:30 p.m.

Purpose: The Executive Administrative Assistant provides high-level administrative support to the Chief Executive Officer, Chief Financial Officer, Directors, and other administrators. Ensures the organized completion of job tasks by the secretarial team and functions as a team leader.

Duties and Responsibilities: 

  • administrative assistant to the CEO, CFO, Directors, and other administrators, be responsible for the completion of tasks as directed.
  • Compose, type, and edit correspondences, reports, memoranda, and other materials as assigned by directors/administrative staff.
  • Complete and distribute monthly administrative reports to Board Members.
  • Be responsible for the administrative duties at monthly board and committee meetings as assigned, including the documentation and distribution of meeting minutes.
  • Assist in the scheduling, organization, and set-up of meetings, training, events, etc. Maintain the calendar for conference rooms/training rooms.
  • Schedule for the repair of office equipment through contracted service agreements or with repair specialists.
  • Ensure supplies are available for all office equipment through the Purchasing  Supervisor.
  • Operates office machines as required.
  • Sign payroll checks of employees not enrolled in payroll direct deposit and sign all accounts payable checks as directed by the Chief Financial Officer (CFO) according to policy.
  • Assist the Director of Community Relations and Development with special events, planning, and coordinating for organization fundraisers.
  • Assist staff with printing, copying, faxing, and the timekeeping/employee self-service system as needed.
  • Aid in the CARF reporting and documentation process.
  • Develop an empowered staff by providing supervision, clarifying responsibilities as assigned, setting standards of excellence, and involving staff in the decision-making process.
  • Conduct annual performance evaluations for the secretarial department.
  • Provide conflict mediation by prompt intervention, followed by training, coaching, or counseling if needed.
  • Conduct regular meetings of the secretarial staff for the purpose of extending job knowledge and building relationships to create an atmosphere of teamwork and generate a positive image of Opportunity Living.
  • Provide regular communication, feedback, and information sharing with staff.
  • Maintain flexibility of schedules to provide adequate front desk coverage.
  • Attend meetings and other work functions outside of regular office hours when needed.
  • Assist in ensuring the effective and efficient operation of the organization by performing all duties as assigned by the supervisor/manager.
  • Maintain professional competency by participating in continuing education, in-services, and personal growth experiences.
  • Protect the privacy of clients/members and staff by maintaining the confidentiality of records and personal information and follow all policies and procedures under the Health Insurance Portability and Accountability Act (HIPAA).

Requirements

Qualifications

  • High School Diploma or GED required.
  • Associate’s Degree or two years’ experience in a secretarial, administrative assistant, or other related position preferred.
  • Must possess excellent verbal and written communication skills.
  • Must be proficient on computers and working with office equipment. Proficient in Microsoft Office Suite or similar software.
  • Ability to type 60 words a minute.
  • Must be detail-oriented and have good organizational skills.
  • Must be able to collaborate with many different individuals across departments, inside and outside the organization.
  • Ability to maintain confidential information.
  • Must be able to perform job duties with frequent interruptions or distractions and maintain cooperative working relationships with co-workers and the public.
  • Must have sincere respect for and desire to work with persons with disabilities.
  • Commitment to Opportunity Living’s Mission and Vision.
  • Must have the ability to communicate with all persons in a culturally competent manner.
  • Ability to pass criminal/registry background checks.
  • Clear tuberculosis screening.
  • Ability to pass and maintain required training such as CPR/First Aid, Dependent Adult/Child Abuse, and Behavior Management Program, or other training as assigned per specific job duties.

Contact Information

Brook Mikkelsen - Director of Human Resources

bmikkelsen@opportunityliving.org

(712) 464-8961 

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