Administrative Assistant - Child Care Region 5

MountainHeart Community Services, Inc.; Northern (KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

MountainHeart Community Services, Inc. seeks a diligent Office Assistant for the Child Care Referral and Resource – Region V, to provide front-line client support and administrative services.

Under general supervision, you will greet clients, handle mail and documents, assist case managers, maintain supplies, process payments, and help coordinate community outreach events while upholding agency values.

Qualifications

• High School Diploma or GED required.
• Proficient in basic office software and Word processing.
• Excellent verbal and written communication skills; reliable and organized.

Responsibilities

• Greet clients and community members professionally.
• Assist with filing, mail handling, and document processing.
• Maintain supplies and train/prepare packets for clients and providers.
• Process child care payments and manage records in system (LITT).
• Aid in community outreach events and coordinate resource materials.

Skills

Telephone skills

Communication skills

Teamwork

Empathy

Attendance punctuality

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

PowerPoint

PATH

Office equipment operation

Job description

• Department: Child Care Referral and Resource – Region V
• Reports To: Supervisor
• FLSA Status: Non-Exempt
• OSHA Category: Category 3

Under general supervision, performs a wide variety of duties. Duties and activities of a general and specialized nature in support of the assigned program area; performs a range of office and administrative support functions; and prepares and edits a wide range of documents and reports ranging from general correspondence to technical reports. Provides first contact with clients through face-to-face greeting or telephone interaction.

• Assists Supervisor, Case Managers and other program staff with filing and administrative duties.
• Greets clients and community members in a professional manner.
• Logs in and date stamps incoming mail, client paperwork, and meters outgoing mail.
• Types and mails out correspondence as requested.
• Orders and inventories supplies.
• Logs in, processes and uploads child care payments through LITT.
• Oversees and displays resource materials in waiting area.
• Refers clients to information in the Resource Directory as needed.
• Prepares client/provider packets.
• Prepares and distributes Business Packets within service delivery area.
• Assists Community Outreach & Resource Specialist with preparation and set-up of community events and displays as needed.
• Data Entry.
• Answers phones in a pleasant and polite manner.
• Participates in community outreach activities as assigned.
• Refers all suspected case of child abuse and neglect to WV DoHS.
• Adhere to duties as listed in WV DoHS Child Care Resources and Referral Policies and Procedures.
• Performs other duties as assigned to enhance, improve and accomplish the agency’s mission and strategic goals.
• Collaborates with agency colleagues to reach agency goals and objectives.
• Participates in agency committees as needed.

Supervisory Responsibilities

This position has no supervisory responsibilities.

To perform the job successfully, an individual should demonstrate the following competencies:

• Quantity: Completes work in a timely manner; works quickly.
• Safety and Security: Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.
• Attendance/Punctuality: Is consistently at work when scheduled and on time.
• Dependability: Follows instructions, responds to management direction.
• Empathy: Values the feelings of others to ensure pleasant workplace relationships and customer satisfaction.
• Teamwork: Go above and beyond your essential task and collaborate with colleagues to achieve agency goals and results.

Core Values

• Empathy/Compassion
• Teamwork
• Considerate
• Equality
• Respect
• Ethics

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements described are representative of the knowledge, skill and/or ability required. Some computer skills including knowledge of Microsoft Word, Excel, Power Point and PATH. Excellent telephone and communication skills. Ability to maintain and operate office equipment. Maintain a safe, clean, and functional office work environment. Must have good memory and listening skills.

Education and/or Experience

• Must have a High School Diploma or GED.

Required Credentials

Must have a valid West Virginia driver’s license; clear criminal background with no charges related to child abuse or neglect, domestic abuse or drug abuse; and APS/CPS check. Must be bondable.

Language Skills

Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from clients, customers, and the public.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to stand.
• The employee is frequently required to sit, reach, hear and talk.
• The employee may occasionally lift and/or move up to 25 pounds.

The noise level in the work environment is usually quiet with the inside temperature in offices kept at a comfortable level of 70 degrees.

Travel within the service delivery area is required. The employee may also be required to travel within and outside of the State of West Virginia. Nontraditional work hours may be required to meet the contractual obligations.

Additional Information

ALL PERSONNEL ARE AT WILL EMPLOYEES

MountainHeart Community Services, Inc. is an Equal Opportunity Employer