JOB SUMMARY

The Administrative Assistant performs a wide range of administrative and clerical activities to support the efficient operation of the programs offered by Methodist Children's Home.  This position requires knowledge of administrative and clerical systems as well as word processing, spreadsheet, database and presentation software.  This position involves frequent contact with consumers, agency employees, other agencies, vendors and visitors, and it requires interacting with others in a professional and courteous manner.  This position supports the Senior Director and the program staff at their location.  The Administrative Assistant must maintain a healthy value system, including moral and ethical behavior consistent with the agency's mission and core values. 

DUTIES AND RESPONSIBILITIES

• Manage and maintain appointment and travel schedule for the Senior Director.
• Schedule and coordinate meetings for the department.
• Receive and route phone calls and correspondence.
• Track correspondence and assignments received by the department. 
• Maintain electronic and paper files for the department.
• Maintain confidentiality of information and records received in accordance with agency policy and applicable laws.
• Complete clerical tasks required to ensure efficient operation of the department.
• Prepare correspondence, program reports and other documents.
• Record, prepare and distribute minutes of various meetings.
• Complete assignments as directed by the Senior Director.
• Maintain office supply inventories.
• Manage agency funds, resources and equipment according to agency policy and procedures.
• Ensure all facilities and equipment are clean, organized and maintained.

WORKING CONDITIONS

The Administrative Assistant is considered a professional position and a member of the administrative team. This position occasionally requires more than the normal 40-hour work week with some work after business hours and weekends. An automobile for in town travel is required. Mileage reimbursement is provided for use of personal automobile for approved business purposes. A technology stipend is provided to support the communication requirements of this position.

EDUCATION/LICENSURE

A high school diploma and experience as an administrative assistant are required.  A bachelor's degree is preferred. 

TRAINING

Training hours must be completed annually to comply with licensing and accreditation standards, as well as MCH policy.  The employee's supervisor may require additional training to meet specific job requirements or enhance professional growth.  Completion of training requirements is mandatory for continued employment. 

OTHER

The Administrative Assistant must be at least 21 years of age and have a valid Texas Driver's License, an excellent driving record that meets the standards set forth by the liability insurance company and Methodist Children's Home, no criminal history and acceptable references. 

CLOSING STATEMENT

I have reviewed the job description for the position of Administrative Assistant and understand I must be able to perform the duties outlined above. The Physical Demands/Requirements of the position are provided in another document and discussed at hire. I understand that due to the complexities of the position all duties and responsibilities may not be outlined in this job description and the duties and responsibilities of this position are subject to change.