Administrative Specialist

Healthy Families/Healthy Children

Healthy Families/Healthy Fathers

Accountability: Program Coordinator & Program Director

Job Summary/Function

The Administrative Assistant is responsible for providing the necessary administrative support of all staff in the program.

Specific Tasks And Responsibilities

• Record and distribute department meeting minutes.
• Coordinate food and the serving set-up as needed.
• Assist Case Managers and Family Educators in program preparation, including copying and maintenance of classroom materials, arranging meeting areas, and other program related activities.
• Assist, as needed, with room set-up/break-down.
• Assist with petty cash log and cash box duties.
• Manage the JFCS Food Pantry.
• Manage the inventory for the food pantry and monthly report to All Faiths Food Bank.
• Represent JFCS at the Mayor’s Feed the Hungry Committee meetings.
• Coordinate the distribution of food boxes and Publix gift cards to HFHC clients at Thanksgiving and December holidays.
• Maintain and monitor appropriate inventory of office supplies and place special orders, as needed.
• Prepare participant certificates and incentives as needed.
• Assist with data entry, as needed, for evaluation purposes.
• Oversee the condition of the child care room, keeping it in order and purchasing games, toys and other equipment as needed.
• Shop for the program.
• Planning and Coordinating Annual Fatherhood Reunion in conjunction with Fatherhood Coordinator
• Assist with outreach and recruitment for program, including but not limited to making phone calls and attending events as needed.
• To be available in the evening hours as needed.

Requirements

Education/Qualifications:

• A minimum of three years in an administrative office capacity
• Thorough knowledge of English grammar, spelling and punctuation
• Must be culturally competent related to program participants
• Proficient in Microsoft applications, including but not limited Word, Excel
• Must have a valid driver’s license and reliable vehicle
• Ability to handle multiple projects and to be responsive/flexible to changes in priorities
• Effective telephone, interpersonal and writing skills
• Effective analytical skills in the handling of administrative detail and using independent judgment to determine the best approach/action to use in non-routine situations
• Sensitivity to service populations and socio-economic issues.

Physical Requirements

• Typically work in an office setting but may be assigned more physical duties such as transporting office and sundry supplies.
• Ability to lift up to 50 lbs.

Training Requirements

• Complete all JFCS mandatory trainings, including Orientation and all trainings due within the first 6 months of hire.
• Obtain all annual JFCS required trainings related to COA standards, TIER, HIPAA, Security Awareness,
• Classification: Non-Exempt