Southwest Key Programs Administrative Assistant in Conroe, Texas
The Administrative Assistant is responsible for the overall management of administrative, clerical and operational functioning of the program.
Answer and receive all incoming calls and correspondence in a prompt and friendly manner, directing calls to appropriate parties and taking messages. Assist with collection, maintenance, and submission of data for monthly, quarterly, and annual reports to Program Director, appropriate parties at national headquarters and Office of Refugee Resettlement (ORR).
Assist the Executive Assistant with process and maintenance of all program personnel records including training records at programs.
Review monthly financials, under the direction of the Program Director, to ensure compliance with operations and contract requirements. Adhere to negotiated annual budget and spending requirements including petty cash and stipend accounts.
Assist with overall supervision and monitoring of purchases to maintain inventory control of office, household, educational, youth, and kitchen supplies.
Assist with monitoring of program facility and vehicle maintenance to maintain a safe, clean and hazard-free environment.
Assist the Program Director in monitoring and maintaining compliance with organization, licensing, and funding source for all program departments.
Attend all organizational required trainings.
Attend all departmental and program meetings to ensure that up-to-date information is received and/or information of policy changes or practice are adhered to.
Must assist in the evacuation of youth as needed due to inclement weather conditions, natural disasters, or other unforeseen occurrences.
Travel as needed for trainings, conferences or to transport youth to destinations located within the U.S.
Maintain a safe, clean and hazard-free work area.
Develop and maintain productive relations with local, state, and federal contacts.
Able to react to change productively and handle other essential tasks as assigned.
High School diploma or equivalent, with a at least 1 year secretarial/clerical/administrative experience preferred.
Computer literate with working knowledge of Microsoft Windows (Microsoft Word, Excel), variety of online database systems.
Must possess a valid state driver’s license and be eligible to drive to facilitate program services as required by contractual agreement.
Required to work a flexible schedule to facilitate program services.
Cleared Tuberculosis test results.
Cleared background check from appropriate entity.
Cleared drug test results (Texas programs only).
Must be able to obtain Crisis Prevention Institute (CPI) certification and First Aid Certification (CPR). Must be able to supervise clients indoors and outdoors as necessary. Bending, stooping and lifting up to 15 lbs required to complete daily tasks. Job requires extended periods of sitting; use of various office equipment.
This is a twenty four hour residential facility at which minors receive multiple services. Three shifts per twenty four hour period. Work shifts are subject to change. Noise levels vary from mild to moderate. Predominantly indoors, occasional outdoor monitoring or activities. This position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time.