Administrative Assistant - Admin - Berkshire Family and Individual Resources : Job Details

DescriptionMonday-Friday 8A-4P *Ideal candidate will be able to work independently, multi-task, and have excellent time and organizational skills. This candidate will support the Senior Team, with some human resource functions as well as consistent duties supporting the Marketing Director* THE BFAIR WAY - Inspiring Abilities,Creating Limitless Possibilities: We are a national and state accredited human service agency responsive to the unique needs of people with disabilities and their families through: a dedication to excellence; diverse service options; safe and healthy environments; fiscal responsibility; community partnerships; career opportunities and advancement. QUALIFICATIONS: Associate degree in related field or High School Diploma/GED required with three years of related experience. Must have good communication skills and a professional demeanor when interacting with guests and staff. Must be able to multi-task and to handle sensitive and confidential information as well as manage stressful situations. Must be proficient in the use of Microsoft Word, Excel and PowerPoint. Must be articulate, proactive and self-motivated. Ability to complete all initial and ongoing background checks including but not limited to: CORI, SORI, Fingerprinting, LEIE, Driving Record, E-verify, Physical, PPD and licensing and/or certification checks (i.e. nursing). Valid US driver's license and ready access to a vehicle. TRAINING REQUIREMENTS: Must maintain all certification needed in the program including: BFAIR Human Rights Training. May need to attend workshops, seminars or BFAIR functions as needed for job development. RESPONSIBILITIES: 1. Treat each person served, coworker, and others with the respect and dignity due every human being and adhere to the Department of Developmental Disabilities (DDS) Human Rights Standards, including the timely reporting of violations. Also, to adhere to the Disabled Persons Protection Commission's (DPPC) Mandated Reporter Guidelines around physical and emotional abuse. 2. Provide administrative support to the CEO, Executive Director, and other members of Senior and Middle Management Teams including filing, typing, mailings and other related duties as required. 3. Act as an appropriate role model through dress, speech and actions. 4. Assist with Special Projects as assigned by Executive Assistant, CEO, and/or designee. 5. Ensure the highest level of confidentiality on all personal and professional organization information. 6. Welcome, sign-in and assist visitors & job applicants in a friendly and professional manner, answer multi-line telephone and perform other front desk duties as required. As Receptionist, follow the Policy and Procedure regarding Office and Program Security to ensure the safety of staff, people served, guests and that people not conducting business with the agency are prevented from entering our main administrative building. 7. Maintain the front desk and lobby in an organized, clean and presentable fashion. 8. Maintain and organize administrative files, create necessary forms and scan documents into electronic format, create employee badges and maintain database for badges including employee access to building. 9. Assist with the maintenance of database information, production of related reports, telephone lists and other mailing lists as required. 10. Obtaining comparative price quotes, order office and janitorial supplies and maintain inventory of printed materials, such as letterhead, envelopes, and agency brochures. 11. Daily mail pick up and sorting. Posting mail and evening drop off of mail at Post Office. 12. Maintain community calendar and conference room scheduling. 13. Attend scheduled staff meetings & trainings as assigned. Work shifts as scheduled. The agency reserves the right to revise existing schedules and/or program site assignments with notice, due to changing needs of the individuals served and program(s). 14. Arrange all staff PTO time off request with Supervisor. Vacation time must be requested at least two weeks prior to desired date(s). In the case of illness, you must call out to your supervisor two hours prior to the start of your shift. All time off including sick must be processed through the electronic time and attendance system. 15. In absence of Executive Assistant - assume duties as required. 16. Perform other duties as assigned by the Executive Assistant, CEO and/or designee. 17. Adhere to agency and personnel policies and procedures, DDS regulations, follow emergency procedures and maintain individual's confidentiality in accordance with HIPPA standards. 18. Required to maintain certifications in all agency mandated trainings. 19. Accurately document all hours worked by clocking and out using the electronic time and attendance system. Any changes to shift must be approved in writing in advance by your supervisor. 20. Meet with Executive Assistant or designee monthly for individual supervision; attend staff meetings and other meetings as assigned. PHYSICAL REQUIREMENTS AND MENTAL DEMANDS OF POSITION: Because of the nature of the work to be performed, requirements may include the following at least some of the time while assisting individuals in the completion of their routine tasks. Indoor and outdoor work is required. Position requires: Physical Activity# of pounds required Lifting 25-50 Carrying 25-50 Pushing 25 Pulling 25 The items which are checked have been determined to be abilities needed to accomplish the essential job functions. Physical Abilities RequiredNot Applicable Minimal (> 10% of time)Occasional (11-33%)Frequent (34-66%)Constant (67-100%) Standing X Walking X Sitting X Driving X Climbing X Balancing X Stooping X Kneeling X Reaching X Handling X Hearing X Seeing X Depth Perception X Color Vision X Reading X Math X Communication: Oral X Written X Mechanical Concepts X Operating Equipment X Mental Abilities RequiredNot Applicable Minimal (> 10% of time)Occasional (11-33%)Frequent (34-66%)Constant (67-100%) Interpreting X Interpersonal Skills X Implementing X Evaluating X Organizing X Handling X Consulting X Analyzing X Specifying X Color Vision X Presenting X Supervising X Ability to deal with: Stressful situations X Trauma, grief, death X Public contact X Decision-making X Concentration X