Job Summary:

To perform this job successfully, an individual must be able to perform the duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Essential Job Functions:

• General administrative/secretarial support to the Director, i.e., scheduling appointments, correspondence, handling incoming/outgoing phone contacts, typing monthly, quarterly and annual reports and other related duties;
• Ordering supplies for the department
• Coordination and preparation of designated programmatic meetings including meeting announcements, agenda, meeting material and recording/transcription of minutes of meetings;
• Format information for internal and external communication (memos, emails, presentations, reports, etc.)
• Attendance with and/or representation of the Director or designee at various community meetings when requested;
• Provide clerical support to the Director and other administrative staff as requested;
• Manage directors' calendar and set up meetings
• Screen and direct incoming calls appropriately
• Make travel arrangements for staff members as needed;
• Maintain filing system for administrative files and any other relevant files;
• Review and distribute, when appropriate, all incoming mail addressed to the program and administrative staff;
• Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation; and
• Perform all other duties as assigned.

EDUCATION and/or EXPERIENCE:

• High School Diploma or equivalent.

LICENSURE/CERTIFICATION:

• Not applicable for this position.

Experience and Competencies:

• Past experience in high-level secretarial position, preferably in a social service setting;
• Prior data experience;

• Excellent computer skills to encompass Microsoft Office applications (Word, Outlook, Excel, etc.)

• Bilingual is preferred;
• Excellent communication skills;
• Superior writing skills;
• Attention to detail;
• Highly Motivated
• Ability to exercise good judgment and discretion;
• Ability to work well in a team environment;
• Superior organizational skills;
• Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality;
• Ability to qualify for WestCare vehicle insurance;
• Ability to pass a criminal history background screening;
• Professional appearance and demeanor.

WORKING CONDITIONS:

• Work is performed primarily in an office, residential, or outpatient setting.
• Regional travel is required.

ESSENTIAL PHYSICAL AND MENTAL DEMANDS OF THE JOB:

The employee must be able to perform the following essential duties and activities with or without accommodation:

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 10 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 using approved physical 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 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 using approved mental/verbal de-escalation techniques.