Administrative Assistant I

SCI Team Member Expectations: All SCI team members are expected to: Ensure services provided follow the organization’s mission statement, core operating values and policies and procedures follow HIPAA, confidentiality and security procedures and principles; collaborate with peers, leadership, and support areas of the organization; actively participate in and contribute to leadership and other staff meetings and trainings; maintains compliance with federal, state, and local employment laws and regulations; follow self-direction and person-centered planning procedures and philosophy; and to foster a culture that values diversity.

Essential Duties:

• Reception duties include but not limited to; answering phones while maintaining a professional and pleasant demeanor, retrieve and distribute all messages from voicemail box, receive and direct visitors and those receiving our services.
• Support office operations by processing location mail both incoming and outgoing, scheduling of location conference rooms, managing and maintaining office supply inventory, researching price points for cost effectiveness, facility maintenance calls, and other duties as assigned.
• Provide administrative support by conducting research and handling requests for information.
• Provide administrative support to the CCS program through assigned duties such as but not limited to; monitoring and processing work sent to the “Work To Be Done” email box, process faxes and crucial documentation for the people we support.
• Review, edit, proof and format documents and develop departmental procedures.
• Complete cross training for Administrative Assistant II to provide back-up support and assist with training of new Administrative Assistants as needed.
• Ability to act as a receptionist in a manner that reflects well on the organization, and the people served that respects the confidential nature of information available.
• Operate, monitor, and coordinate maintenance of SCI office equipment.
• Assist with maintenance of electronic files for the people we support.
• Other tasks and duties as assigned.

Supervisory Duties:

• None

Education Required:

• Associate degree in business related field
• High school diploma or GED with 5+ years’ administrative experience will be considered in lieu of degree

Experience Required:

• 1-2 years administrative experience
• Experience in managing an office (multi-line phone system copiers, printers and fax machines)
• Intermediate level Microsoft Office 365 (Word, Excel, SharePoint, Teams, Outlook, PowerPoint, Forms, etc.)
• Procedure Development

SCI Value Related Competencies:

• People Come First (Customer Focus): Thinks and acts with people we support in mind when making decisions. Dedicated to meeting the expectations and requirements of internal and external shareholders, uses information and feedback to improve services.
• Building Relationships and Connections: Interpersonal savvy. Relates to all kinds of people. Builds appropriate rapport, uses diplomacy and tact, diffuses high-tension situations comfortably. Establishes and maintains meaningful connections within the community and the organization (internal and external stakeholders)
• Education (Informing Others): Quickly finds common ground to solve problems. Is seen as a cooperative team player. Provides coaching and mentoring to team members. Consistent communicator provides team members with the tools they need to perform their jobs in a timely manner. Explores all available options to make the best decision for internal and external holders
• Diversity: Values, appreciates and honors the ways in which cultural differences can create value in organizations. Is service oriented: Demonstrates a commitment to the philosophies for services and the goal of independence for the people we serve. Raises awareness in communities to appreciate the similarities and unique gifts of each person. Interacts with all kinds of team members equitably, deals effectively with all races, nationalities, cultures, disabilities, ages, and genders, supports equal and fair treatment and opportunity for all.
• Driving Solutions (Perseverance): Pursues all initiatives with energy, drive, and the goal to succeed.

Job-Specific Competencies:

• Action Oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm
• Being Resilient: Rebounding from setbacks and adversity when facing difficult situations
• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives
• Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
• Courage: Stepping up to address difficult issues, saying what needs to be said
• Customer Focus: Building strong customer relationships and delivering customer-centric solutions
• Decision Quality: Making good and timely decisions that keep the organization moving forward
• Demonstrates Self-Awareness: Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses
• Drives Results: Consistently achieving results, even under tough circumstances
• Ensures Accountability: Holding self and others accountable to meet commitments
• Interpersonal Savvy: Relating openly and comfortably with diverse groups of people
• Manages Conflict: Handling conflict situations effectively, with a minimum of noise
• Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement
• Organizational Savvy: Maneuvering comfortably through complex policy, process, and people-related organizational dynamics
• Resourcefulness: Securing and deploying resources effectively and efficiently

Physical Demands: Generally, presents standard office environment. Must be able to remain in a stationary position >95% of the time. Continually operates a computer, keyboard and mouse, and other office productivity machinery, such as a calculator, copy machine, printer, and mobile Smartphone device. Constantly positions self to comfortably maintain computer equipment. May occasionally be required to move about in an office setting or position office equipment weighing between 10-25 pounds. Vision abilities required by this job include close vision. Ability to operate a motor vehicle. The person in this position frequently communicates with other people. Must be able to exchange accurate information in these situations.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is subject to change at any time.

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