Administrative Assistant – Foster Care at Lutheran Social Services of the South, Inc. dba Upbring

Posted in Admin - Clerical 5 days ago.

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Location: Amarillo, Texas





Job Description:

Lutheran Social Services of the South, Inc. dba Upbring

Equal Employment Opportunity/M/F/disability/protected veteran status

Job ID 2019-3523
US-TX-Amarillo
Type Regular Full-Time
Shift/Hours 1st Shift
# of Openings Remaining 1


Overview

The primary duty of the Administrative Assistant is to provide receptionist and secretarial duties for the Foster in Texas (FIT) team, such as answering the telephone, filing, basic bookkeeping, and office management.

Responsibilities

Essential Duties
  • Answer and direct all incoming calls to appropriate staff; take messages when needed
  • Professionally greet all visitors entering the office; notify staff of their visit and escort to appropriate waiting location
  • Respond to general inquiries about the program or refer to appropriate staff for more detailed information
  • Develop and maintain a tracking system and record keeping process for FIT inquiries
  • Gather information from prospective foster or adoptive parents and send inquiry packets upon request
  • Receive, sort, date-stamp, and distribute all incoming mail and documents
  • Complete the mailing process for all outgoing mail
  • Manage and order supplies and ensure appropriate inventory is available for normal and peek business needs
  • Maintain mailing lists for staff and provide mailing supplies
  • Manage the postage machine as it relates to operation and available funds
  • Serve as back-up for the office front desk area and perform assigned receptionist duties (Position based at Corporate office)
  • Maintain Foster Care employee files such as assisting employees with completion of forms, scanning into electronic record, auditing, distributing policies and other forms for signature
  • Other duties and special projects as assigned

Working Relationships:
  • Develop and maintain positive working relationships with management, staff and visitors to ensure they are greeted, welcomed and serviced in a professional manner at all times
  • Work closely with the FIT team to ensure operations are effectively and efficiently supporting Agency objectives and program purpose
  • Work as part of the team and show professionalism at all times by modeling and demonstrating positive working relationships and attitude, while maintaining appropriate boundaries at all times


Qualifications

Minimum Qualifications
  • High School diploma or GED equivalent
  • 1 year secretarial, receptionist, or administrative experience
  • Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
  • Strong customer service skills with the ability to greet and welcome people with a professional and pleasant demeanor
  • Ability to work independently and as part of a team; take initiative and work with limited supervision
  • Strong interpersonal skills with the ability to work and interact with a diverse group of people
  • Excellent written and verbal communication skills
  • Strong organizational and time management skills with the ability to meet deadlines and manage multiple requests and job expectations

Preferred Qualifications
  • Associates degree or higher in Business Administration, Office Administration, or closely related field
  • 3 years' secretarial, receptionist, or administrative experience
  • Bilingual (English and Spanish based on service area and service population)

Physical Demands & Work Conditions
  • This position requires sitting and looking and using a computer for long periods of time
  • Lift, push, pull, move up to 50 lbs.


The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.

Agreement

The statements herein indicate the general nature and essential duties and responsibilities of work performed by an employee in this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities required to perform the job. Management may assign or reassign duties and responsibilities of the job and may request the employee to perform other duties and responsibilities not listed at his/her discretion. This job description is not a contract between the employee occupying the position and the employer. Upbring is an at-will employer.

PI109287373