Administrative Assistant (53318)

WestCare Inc; Murphysboro (IL); On-site; USD 21,000 - 23,000; Full time

Job summary

WestCare Foundation in Murphysboro, IL is seeking an Administrative Assistant to provide administrative and clerical support for the SUPR program.Responsibilities include scheduling, correspondence, reporting, and meetings coordination.

The role requires a high school diploma or equivalent, strong MS Office skills, and the ability to pass background checks and a pre-employment drug screening. The position emphasizes organization, confidentiality, and teamwork within an institutional setting.

Qualifications

• Essential qualifications include being highly organized, detail oriented and able to manage time effectively.
• Proficiency with Microsoft Office applications and strong written communication are required.
• Excellent interpersonal and communication skills; ability to maintain confidentiality and pass background checks.

Responsibilities

• Provide administrative/secretarial support to the assistant program coordinator and lead counselor, including scheduling, correspondence, and reports.
• Coordinate meetings: announcements, agenda, materials, and minutes transcription.
• Provide clerical support to counseling and administrative staff as requested.
• Assist in development and implementation of treatment policies and program materials.
• Make travel arrangements for staff; maintain administrative filing system.
• Review and distribute incoming mail for staff; assist with payroll and supplies.
• Uphold the WestCare Foundation mission and goals; perform other duties as assigned.

Skills

Organized

Detail-oriented

Time management

Microsoft Office

Communication skills

Interpersonal skills

Writing skills

Discretion/ confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Job Details: Job Location: Murphysboro - 636 Elza Brantley Drive - Murphysboro, IL 62966, Position Type: Full Time, Education Level: High School, Salary Range: $15.00 - $16.82 Hourly, Travel Percentage: Negligible, Job Shift: Day, Job Category: Admin - Clerical

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 coordinator and lead counselor, e.g., scheduling appointments; correspondence; handling incoming/outgoing phone contacts; assisting with 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.
• Make travel arrangements for staff members as needed.
• 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 with payroll.
• Assist with supplies.
• Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation.
• Perform any other duties as assigned.

Qualifications: Essential Qualifications:

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, to encompass 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.

Essential Physical and Mental Demands of the Job

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. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• 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. This factor is required to complete paperwork for many of the employee's essential job functions and to 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.
• The ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.