Administrative Assistant (52137)

Position Summary:

The Administrative Assistant assists the SVP of Facilities, Deputy Administrator(s), and Project Managers in tracking invoices, construction spreadsheets, expenses, and project contracts of remodeling and maintenance of all facilities owned and/or operated by WestCare and all related entities. Essential Job functions include:

Essential Job Functions:

• Provides general administrative assistance to the SVP of facilities;
• Provides coverage of the front desk/reception area to ensure the security of the facility, log visitors, and sort and distribute incoming mail;
• Aids Project Managers in costs and expense documentation of new construction, as well as the refurbishing, remodeling, and maintenance of all facilities owned and/or operated by WestCare and all related entities;
• Tracks and maintains files on all licenses for FitzHouse Enterprises Inc.;
• Assists with the auditing of the properties.

• Resolve and makes phone contacts with FitzHouse vendors and contractors related to projects and job contracts;

• Assists all FitzHouse employees with processing per diem and travel and credit card reports to the accounting department;
• Collaborates with Human Resources and Payroll to ensure compliance with federal, state, and city regulations on employment and compensation;
• Embraces and embodies the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation;
• Performs any other duties as assigned.

Essential Qualifications:

Certifications/Licensures:

• Not applicable for this position.
• Valid driver’s license and ability to obtain and maintain WestCare’s vehicle insurance is required;

Education:

• High School Diploma/GED Equivalent required;

Experience and Competencies:

• At least one (1) year in an administrative role preferred;
• Basic knowledge of remodeling and construction and accounting for project management required;
• Ability to work both independently and as part of the team required;
• Ability to exercise good judgment and discretion required;
• Ability to be aware of and adhere to specific timeframes and time limitations required;
• Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality required;
• Familiarity with office equipment, including scanners, fax machines, printers, computers, and phones required;
• Experience using computer programs, such as Microsoft Word, Excel, PowerPoint, etc. required;

Working Conditions:

• Possible exposure to fumes, dust, wet/damp surfaces and extreme hot and cold conditions;
• Regular travel - local, regional, and out-of-state including overnight stays;
• A minimum of 40 hours per week is expected but significantly more hours will be required from time to time. Completion of job duties may require working before and after normal working hours. Regular attendance is required. Being able to work as many hours as is necessary to complete job tasks is a required and essential duty of this position.

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 25 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 through the use of 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 in order 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 through the use of approved mental/verbal de-escalation techniques.