Administrative Assistant

Job Description Description ¨ The Administrative Assistant will play an integral role in the day-to-day operations of Milestones Services. This individual in this role will support and be an extension of the CEO/Executive Director of Milestones.If you want to know about the requirements for this role, read on for all the relevant information.Reporting Relationship ¨ Reports CEO/Executive DirectorResponsibilities/Activities ¨ Maintains forms, documents, training materials, marketing materials, etc.¨ Maintains files and documents in an organized format as outlined in agency procedures. ¨ Drafts and proofreads letters, documents, forms, marketing materials and other written materials. ¨ Plans meetings and events for the organization. ¨ Manages the calendar for the CEO/Executive Director.¨ Ensures CEO/Executive Director is prepared for meetings with appropriate reminders, follow-up, documents, materials and communication of upcoming meetings¨ Schedules meetings for the CEO/Executive Director.¨ Manages email and communications for CEO/Executive Director. ¨ Helps maintain organization of the entire office and building.¨ Makes travel arrangements for the CEO/Executive Director.¨ Greets clients, employees, and other visitors who enter or call the CEO/Executive Director. ¨ Answers phones and building entry requests. ¨ Manages branding and media for the company and CEO/Executive Director.¨ Maintains professional appearance and cleanliness of the office. ¨ Is familiar with and follows company policies and procedures.¨ Processes incoming and outgoing mail.¨ Prepares, sends and pays invoices and other company financial obligations.¨ Accurately maintains client financial records.¨ Checks voicemail and relays messages daily.¨ Faxes or emails appropriate documentation to external stakeholders. ¨ Helps maintain client and employee files and compliance and enters information into appropriate databases as needed.¨ Reports significant/major incidents or accidents and notifies proper authorities of circumstances or situations that present possible health hazards. ¨ Ensures overall client health, safety and welfare. ¨ Assists in scheduling, tranporting and follow-through of vehicle maintenance as necessary¨ Oversees and manages site repairs and maintenance including but not limited to contractor communication, payment of invoices, quality of repairs, etc. ¨ Completes incident reports related to client incidents and accidents as necessary.¨ Understands and has the ability to execute state and federal regulations that relate to client services, client health safety and welfare, employee training and human resource compliance.¨ Maintains physical and electronic files and documents in an organized format. ¨ Completes clerical and administrative duties on behalf of the CEO/Executive Director. ¨ Provides mild support to other office and day care center leaders including ordering supplies, handling IT issues, internal communication, etc.¨ Helps maintain organizational financial records. ¨ Helps maintain employee records in support of human resources and oversees and enters employee demographic information as needed.¨ Processes payroll for leadership and administrative staff. ¨ Processes payroll for day care staff.¨ Processes payroll for other staff members as needed.¨ Completes client billing and invoicing.¨ Maintains client room and board spreadsheets and billing. ¨ Works with contractors and other vendors. ¨ Assists with client service billing as necessary.¨ Oversee access control for company email, systems, etc.¨ Conducts company and CEO/Executive Director errands as necessary.¨ Other duties as assigned. Required Knowledge and Demonstration of:¨ Scheduling and email. ¨ Microsoft Office including Word, Excel, Access, Publisher and Power Point. ¨ Other software programs.¨ Organizational techniques.¨ Excellent written and verbal communication techniques. ¨ Effective teamwork techniques.¨ Discretion with confidential information¨ Meeting and event planning techniques. ¨ Analytical reasoning techniques.¨ Effective problem-solving techniques. ¨ Effective time management techniques.¨ Effective stress management techniques.¨ Prioritizing work and activities.¨ Self-direction and initiative. Required Skills/Abilities ¨ Ability to effectively manage time.¨ Ability to work very independently and with minimal direction. ¨ Excellent written and verbal communication skills.¨ Ability to demonstrate effective interpersonal relations. ¨ Ability to effectively communicate orally and in writing.¨ Ability to plan and organize work.¨ Excellent organizational skills.¨ Excellent leadership and management skills.¨ Ability to administer policies and procedures.¨ Excellent customer service skills ¨ Ability to identify problems and determine effective solutions. ¨ Ability to work independently and in cooperation with others.Physical and Mental Demands:¨ Good physical and mental health. ¨ Mental fortitude and stability to handle stress.¨ Physical and mental ability to drive a vehicle.Qualifications/Education¨ Associates degree and two-years of experience preferred.¨ Has a social security number or valid work permit.¨ Current driver’s license.¨ Proper Vehicle Insurance Coverage. Training/Experience:¨ Has a minimum of two-years of administrative responsibility in a customer-oriented organization. xaygatp ¨ Requires job and company-related training.