Administrative Assistant II (Academy)

Summary:  

Provides administrative support in the day-to-day operations of the program. Responsible for the front office reception and administrative duties, ensuring all incoming and out-going calls and emails are addressed, in addition to professionally attending to individuals served, their families, visitors, and vendors.

Essential Duties and Responsibilities include the following. Other duties may be assigned as determined by management.

• Provides a welcoming and professional first impression by greeting individuals served, families, and visitors with a positive and helpful attitude.
• Manages incoming communication by answering and directing phone calls in a courteous and professional manner, taking accurate messages, and ensuring inquiries are properly routed to the appropriate Easterseals Arkansas program or department.
• Serves as an information resource by providing general information about Easterseals Arkansas programs, services, and organizational procedures.
• Supports facility security and safety by checking in visitors, maintaining sign-in procedures, and assisting with required emergency drills and documentation in compliance with licensing regulations.
• Provides administrative and clerical support to program and administrative staff, including copying, scanning, faxing, laminating, filing, and preparing materials for meetings, classrooms, or events.
• Prepares and maintains common areas such as waiting rooms, workrooms, meeting spaces, and break rooms to ensure a clean, organized, and welcoming environment.
• Coordinates logistics for tours, student/family observations, and related appointments; confirms schedules and maintains records as needed.
• Assists with inventory management by ordering, tracking, and organizing supplies as requested by program leadership
• Supports program operations by assisting with student arrival and dismissal procedures, escorting students to classrooms when needed, and disseminating application packets for new and returning students.
• Monitors attendance records and provides regular attendance reports to the Director or designee.
• Delivers exceptional customer service by maintaining professionalism, confidentiality, and a commitment to the mission and values of Easterseals Arkansas

Compliance/HIPAA:

While performing the duties of this job, employee will comply with all federal, state, and local laws and regulations pertaining to Easterseals Arkansas.

Employee will have limited access to client protected health information within his/her job responsibilities. Employee will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.

Supervisory Responsibilities:  

No supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:  

An Associate’s degree or equivalent from a two-year college or technical school is preferred. Two years of related administrative experience and/or training preferred .  

Competencies:

• Excellent interpersonal skills
• Professional in both appearance and interactions
• Excellent written and verbal communication skills.
• Good time management skills.
• Competency in Microsoft applications including Word, Excel, and Outlook.
• Demonstrated ability to work effectively and collaboratively with employees at diverse levels.

Certificates, Licenses, Registrations:

None

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; talk; and hear. The employee is frequently required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate.

Easterseals Arkansas has designated this position as a “non-safety sensitive” position under the Arkansas Medical Marijuana Amendment.

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