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    Administrative Assistant

    Sunbeam Family Services
    Job Description

    Position Overview

    The Administrative Assistant will work to provide administrative support to the program overall. This position will provide support to the agency in regard to administrative functions required in effective implementation of administrative policies and procedures of Sunbeam Family Services.

    All employees and volunteers are expected to be sensitive to our clients cultural and socioeconomic characteristics, reflect Sunbeam Family Services core values and to perform at Sunbeams standards of excellence at all times.

    Major Responsibilities: 

    • Promoting, encouraging and displaying examples of leadership for the agency in accordance with the agency mission driven, employee first culture.

    • Demonstrate capacity for providing developmentally appropriate practice, for exemplifying the values expected within the program, and for promoting the mission of the organization.

    • Follow systems to effectively organize information and provide it to others as needed.

    • Perform daily clerical duties, including answering and screening telephone calls, taking messages, sorting and distributing incoming mail and faxes, copying and collating.

    • Greet and assists all visitors/callers in a courteous and helpful manner.

    • Work with the counseling department to check clients in for services, schedule client appointments, place reminder calls to clients for follow-up appointments, accept payment for services rendered, and provide an overall excellent experience in customer service.

    • Provide clerical support to other administrative assistant levels; i.e. minor word processing of a routine nature, assisting in mass mailings, typing address labels, shredding confidential documents, etc.

    • Attend staff meetings and contribute to the overall effectiveness of the front desk.

    • Perform other duties assigned and reasonable within the scope of the duties listed above.

    • Provide supports for other duties needed in keeping with our mission, vision and values.

    Other Duties

    • Additional duties as needed in keeping with our mission, vision and values.

     

    Education:

    • HS diploma preferred.

    Experience: 

    • Experience in use of standard office equipment.

    • Prior experience with office/general administration preferred.

    Skills and Knowledge: 

    • Work requires knowledge of office functions and an excellent command of the English language.

    • Must have high level of interpersonal skills to handle sensitive and confidential situations.

    • Position continually requires demonstrated poise, tact and diplomacy.

    • Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

    • Establishes and maintains a reflective relationship for learning with the supervisor that is characterized by regularity, clear expectations, mutual sharing and feedback about the challenges and opportunities presented in the day-to-day work.

    • Intermediate knowledge of computer applications, including word-processing software in a Windows environment and the ability to learn and master other computer technology and software programs as needed.

    Abilities: 

    • Local travel required and must have valid Oklahoma driver’s license and insurance as required by the position

    • Must be able to work evenings with occasional day shifts available

    • Bilingual Spanish/English speaking preferred.

    Additional Job Requirements

    • Must pass required background checks

    Work Schedule: 

    • Office Hours follow business hours and may vary with supervisor approval; may include occasional evening and weekends

    Working Conditions

    Physical Demands

    While performing the duties of this job, the employee must be able to physically interact and communicate with staff, children and clients and be able to express, exchange and convey to and with others important information surrounding the work environment and service delivery. Must be able to detect and determine visual outcomes including observing client and guest demeanor and determine environmental issues that need corrected or attended to. Must be able to operate a computer and other office productivity equipment, input data and manipulate documents. Must be able to adjust or position oneself according to the needed work environment, as well as be able to remain stationary 50% of the time. Must be able to move equipment and materials and other items up to 20 pounds to various locations in the building.

    Work Environment

    The employee will work in an office environment, in close quarters with other staff and small children. The noise level in the work environment varies from moderate to loud; minor chaotic situations will occur, characteristic to working with a diverse population. Employee must expect exposure to a variety of situations regarding the service population. 

    Other

    The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. These statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel or candidate and may be subject to change at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    EQUAL OPPORTUNITY EMPLOYER - Sunbeam Family Services is fair and equal in all its employment practices for persons without regard to race, color, creed, age, gender, sexual orientation, gender identity or expression, pregnancy, religion, disability or degree thereof, national origin, domestic/marital status, political affiliation or opinion, veteran status, HIV status, AIDS status, genetic information, and any legally protected characteristic.

    Contact Information