Administrative Assistant (52063)

WestCare Inc; Oklahoma; On-site; USD 21,862 - 25,830; Full time

Job summary

WestCare Foundation in Lincoln, IL is seeking an administrative assistant to provide support to the program under SUPR. Duties include scheduling, correspondence, filing, and preparing reports.

The role requires a High school diploma, strong computer skills, excellent written and verbal communication, and the ability to pass background checks; diverse duties across office operations.

Qualifications

• Previous experience in a secretarial position, preferably in a social service setting.
• Must be highly organized, detail focused, and have excellent time management.
• Must possess strong computer skills, encompassing all Microsoft Office applications.
• Excellent communication and interpersonal skills.
• Superior writing skills.
• Ability to pass background check.
• Ability to obtain and maintain OIG LEIE clearance.
• Ability to pass pre-employment drug screening.
• Ability to exercise good judgment and discretion.
• Ability to work well in a team environment.
• Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality.
• Must have professional appearance and demeanor.
• Ability to obtain and maintain clearance from Illinois Department of Corrections.
• Ability to obtain and maintain CPR certification, first aid certification, and an annual tuberculosis test.

Responsibilities

• Provide administrative/secretarial support to the assistant program director/supervising clinical counselor, e.g., scheduling appointments; correspondence; handling incoming/outgoing phone contacts; typing monthly, quarterly, and annual reports; and other related duties.
• Coordinate and prepare for designated programmatic meetings, including meeting announcements, agenda, meeting materials, and recording/transcription of minutes of meetings.
• Provide clerical support to the counseling and administrative staff as requested.
• Assist in the development and implementation of substance abuse treatment policies, procedures, and program materials.
• Perform general clerical and data entry assignments.
• Organize and maintain filing system for administrative files and other relevant files.
• Review and distribute, when appropriate, all incoming mail addressed to the program and administrative staff.
• Assist in familiarizing clients to the program, including rules incentives, and other pertinent information for client success.
• Make travel arrangements for staff members as needed.
• Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation.
• Perform any other duties as assigned.

Skills

Secretarial support

Organizational skills

Microsoft Office

Communication skills

Interpersonal skills

Writing skills

Discretion

Team player

Education

High school diploma or equivalent

Job description

Job Details

Job Location: Logan Correctional Facility - 1096 1350th, Lincoln, IL 62656
Position Type: Full-Time/Part-Time
Education Level: High School
Salary Range: $15.87 - $18.75 hourly
Travel Percentage: Negligible
Job Shift: Day
Job Category: Admin - Clerical

Benefits for this position: https://westcare.link/ILOTHER

Position Summary

Person in this position will be responsible for providing administrative and clerical support of the program in accordance with the Department of Human Services Division of Substance Use Prevention and Recovery (SUPR). Essential job functions include those listed below.

Essential Job Functions

• Provide administrative/secretarial support to the assistant program director/supervising clinical counselor, e.g., scheduling appointments; correspondence; handling incoming/outgoing phone contacts; typing monthly, quarterly, and annual reports; and other related duties.
• Coordinate and prepare for designated programmatic meetings, including meeting announcements, agenda, meeting materials, and recording/transcription of minutes of meetings.
• Provide clerical support to the counseling and administrative staff as requested.
• Assist in the development and implementation of substance abuse treatment policies, procedures, and program materials.
• Perform general clerical and data entry assignments.
• Organize and maintain filing system for administrative files and other relevant files.
• Review and distribute, when appropriate, all incoming mail addressed to the program and administrative staff.
• Assist in familiarizing clients to the program, including rules incentives, and other pertinent information for client success.
• Make travel arrangements for staff members as needed.
• Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation.
• Perform any other duties as assigned.

Certifications / Licenses

Not applicable for this position.

Education

High school diploma or equivalent is required.

Experience and Competencies

• Previous experience in a secretarial position, preferably in a social service setting
• Must be highly organized, detail focused, and have excellent time management
• Must possess strong computer skills, encompassing all Microsoft Office applications
• Excellent communication and interpersonal skills
• Superior writing skills
• Ability to pass background check
• Ability to obtain and maintain OIG LEIE clearance
• Ability to pass pre-employment drug screening
• Ability to exercise good judgment and discretion
• Ability to work well in a team environment
• Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality
• Must have professional appearance and demeanor
• Ability to obtain and maintain clearance from Illinois Department of Corrections
• Ability to obtain and maintain CPR certification, first aid certification, and an annual tuberculosis test

Working Conditions

Work is primarily performed in an institutional setting.

Physical Demands

• Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 50 pounds.
• Use of computer and telephone systems is required, which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files).
• Requires the ability to defend oneself and clients in physically abusive situations through the use of approved verbal de-escalation techniques.
• Requires talking: Expressing or exchanging ideas by means of the spoken word.
• Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
• Requires seeing: Clarity of vision at 20 inches or less and at distance, required to complete paperwork and observe client behavior and activities in and out of the facility.

The normal work routine involves no exposure to human blood, body fluids or tissues. However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.

Mental Demands

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.
• Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels in order to exchange ideas, information, instructions and opinions.
• Requires the ability to work under stress and in emotionally charged settings.
• Requires the ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.