Administrative Assistant - Residentials

Overview

Full Time Administrative Assistant

Location: 1000 Atlantic Avenue Camden NJ 08030

$20.00 per hour PLUS $4.00 per hour COVID Differential

Position Summary:
This position provides administrative support to executive management and other staff. Oversees
and manages all office procedures and other tasks assigned to ensure administrative effectiveness
and efficiency.

Responsibilities

Reports To: KIT, Insight and Excel Program Directors

Knowledge, Skills and Abilities:
  • Possess and maintain a valid driver's license.
  • Ability to pass a Criminal Record History Clearance and a Child Abuse History Clearance .
  • Ability to physically participate in the use of therapeutic holds and to be certified biannually to demonstrate competence.
  • Excellent interpersonal skills with people from differing backgrounds and cultures.
  • Project a professional image through in person and telephone interaction. Ability to communicate effectively and persuasively orally, in writing and on both an interpersonal and group level.
  • Able to assist clients with basic problem solving strategies on the phone or in person.
  • Ability to participate in trauma informed care and intervene appropriately to de-escalate and prevent crisis situations when necessary.
  • Experience in handling a wide range of administrative and executive support related tasks. Able to handle details of a highly confidential and critical nature and function efficiently and effectively in a fast-paced professional environment while providing strong attention to detail.
  • Knowledge of budgets and budget preparation preferred.
  • Able to work independently, proactively, and resourcefully with little or no supervision. Ability to independently manage multiple tasks and projects with competing priorities and deadlines.
  • Excellent calendar management skills, including coordination of complex executive meetings and appointment scheduling.
  • Advanced computer skills, including use of Microsoft Office Suite.
  • Able to be available during regular business hours, 9:00am to 5:30pm.

Essential Expectations:
  • Has knowledge and understanding of CFG's mission and values.
  • Follow and abide by all established program and agency protocols, policies and procedures.
  • Ability to maintain confidentiality and appropriate boundaries with staff and youth.
  • Attend and participate in all staff meetings, team meetings and processes for communication concerning youth and the program.
  • Attend and participate in all required trainings, both upon hire and annually.
  • Achieve and maintain First Aid and CPR certification.
  • Maintain a collaborative relationship with the team and other internal and external stakeholders. Provide help to other team members as needed.
  • Participate in creating an overall positive community atmosphere with other staff and youth.
  • Ability to communicate effectively and persuasively orally, in writing and on both an interpersonal and group level.
  • Provide the team with thorough, timely, legible, accurate, objective information through documentation.
  • Contribute to ensuring the facility is safe, clean and secure for all youth and staff.
  • Participate in quality improvement activities.
  • Demonstrate a willingness and ability to accept direction and supervision.
  • Dress professionally and appropriately as outlined in the Dress Code Policy.
  • Notify the State Central Registry (1-877-NJ ABUSE) whenever there is reasonable cause to believe that a youth has been or is being abused or neglected by staff members, youth, or any other person as required by the New Jersey Child Abuse and Neglect Law.
  • Demonstrate a commitment to CFG's initiative to eliminate restraint and seclusion.
  • Possess the personal characteristics and experience to collaborate with and provide appropriate care to youth, gain their respect, guide their development, and participate in their overall treatment program.
  • Ability to provide services in a culturally and linguistically competent manner.
  • Possess the temperament to work with and care for children, youth, adults or families with special needs, as appropriate.
  • Support constructive youth and family visitation and youth involvement in community activities.
  • Achieve and maintain training in the Nurtured Heart Approach, a dynamic relationshipfocused methodology that builds Inner Wealth™ in children, empowering them to channel their intensity in productive ways, ensuring their successful future. Staff will utilize this Approach and its 3 Stands and Recognitions on a continual basis with youth, families and their co-workers.

Specific Job Functions:
  • Receive and screen incoming calls, answer routine inquires and route calls to appropriate individuals.
  • Execute and anticipate administrative and program needs to maintain efficient organization of office operations, scheduling, meetings, materials and supplies.
  • Process incoming, outgoing and interoffice mail.
  • Maintain organization and inventory of supplies and forms. Create and edit forms, as needed.
  • Process incoming bills and record in budgeting reports.
  • Develop annual supplies budget.
  • With management, monitor actual expenses against budget. Provide oversight for purchasing of supplies, maintenance, etc. according to established budget.
  • Maintain understanding of office equipment, including but not limited to computers, telephones and printers. Train staff, assist with problems and coordinate service as needed.
  • Create and maintain a variety of program records and tracking systems.
  • Prepare and compose routine correspondence, memoranda, various internal and external reports, etc.
  • Create and maintain employee Human Resource files, ensuring compliance with various regulatory bodies.
  • Process youth registration and billing information weekly. Retrieve and verify information from PerformCare and Medicaid.
  • Courier between Marlton office, other locations and work site to expedite paperwork, etc.
  • Track, calculate, allocate and order petty cash for all residential programs.
  • Manage the files and paperwork of former youth in an organized storage area.
  • Coordinate the Training Academy schedule, location and other necessary tasks for the trainings.

Training Requirements Specific to this Position:
  • Handle with Care Bi-Annually
  • All Training Academy Classes and ongoing training as developed

Other Duties:
  • As assigned

Qualifications

  • Qualifications:

    Education and Experience:
    • 18 years of age
    • Must have a bachelor's degree from an accredited college or university in social work, psychology or a related field.
    • 1-2 years clerical/secretarial experience preferable in a hospital or health care setting.
    • Experience working with people who have mental illness or other disabilities preferred.

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, and talk or hear. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and climb or balance. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

EOE M/V/F/D

Company Profile

CFG is a comprehensive healthcare provider that is dedicated to improving quality of life for individuals and families by providing innovative medical and mental health services. Our Health Network includes Center for Family Guidance, CFG Health Systems and CFG Residentials.

Job Category

Administrative/Non-clinical