Administrative Assistant - Kennemer Residential

POSITION:

Administrative Assistant - Position #1426

PROGRAM:

Kennemer Residential

LOCATION:

1100 Union Avenue, Bakersfield, CA 93307

HIRING MANAGER:

Amy Martin, Facility Administrator

PHONE:

(661) 861-6111

BASE PAY:

Class 102 ($15.68-$20.63/hour)

STATUS:

Full-Time, Hourly, Non-Exempt

ACCEPTING APPLICATIONS:

Until Filled

AVAILABLE:

March 1, 2019

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

JOB SUMMARY

The Administrative Assistant reports to the Facility Administrator and is responsible for general administrative and bookkeeping tasks.

ESSENTIAL JOB RESPONSIBILITIES

  1.  Composes letters and memorandum.

  2.  Distributes mail.

  3.  Maintains working files including but not limited to: collecting updated required documents for contractual and licensing needs.

  4.  Responsible for completing and submitting new hire packets to HR, as well as submitting and tracking background clearance process with all contracted programs.

  5.  Maintains voicemail retrieval and answers inquiries within assigned scope of responsibility.

  6.  Organizes and maintains files of records and correspondence; creates and generates reports/billings as assigned.

  7.  Responsible for the distribution of bi-weekly payroll checks.

  8.  Assist Facility Services Supervisor in monitoring and ordering facility/program supplies and verifies the accuracy of supplies received.

  9.  Maintains Petty Cash account, including but not limited to requisition of monies.

  10.  Compiles and reports residential census for all clients residing at the Center regardless of funding source.

  11.  Collect and reconcile rents and/or wages collected from program participants including but not limited to restitution and trust fund account for all residential programs regardless of funding source.

  12.  Reconcile Client Trust Fund using TPOCC QuickBooks protocol regardless of funding source.

  13.  Compiles and reports all data specifically required under each contract, regardless of funding source.

  14.  Responsible for receiving, submitting, and tracking all receipts and invoices via appropriate channels (i.e. PaperSave).

  15.  Types, proofreads and distributes reports, correspondence forms, etc. of a specialized and confidential nature.

  16.  Thinks and acts quickly and efficiently in emergencies.

  17.  Comply with all Turning Point Safety policies and procedures, including but not limited to: workplace safety, reporting work related injuries, Infection Control and preventing potential safety risks for staff, clients and others.

  18.  Punctual and regular attendance is an essential responsibility of each employee at Turning Point. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure or other absences from scheduled hours are disruptive and must be avoided.

  19.  Other duties as assigned by the Facility Administrator.  Please note this job description is not designated to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

ESSENTIAL JOB REQUIREMENTS

  1.  High school graduate or equivalent and two (2) years secretarial or general office work experience.

  2.  Two (2) years of junior college with Business Administration/Secretarial concentration OR completion of secretarial course in accredited business school (preferred) OR one (1) year experience as an equivalent.

  3.  Ability to perform basic mathematical calculations, including percentages.

  4.  Ability to type 55 wpm.

  5.  Ability to communicate clearly and concisely in both written and oral form.

  6.  Ability to train new employees in all aspects of their primary duties and responsibilities; cross-train current employees in any new duties or to further their understanding of a specific existing duty.

  7.  Ability to be flexible and adaptable in a variety of situations.

  8.  Ability to remain clam under trying circumstances and work with frequent interruptions.

  9.  Possess a valid driver's license and have access to a dependable means of transportation that is properly insured and operated in accordance with all laws.  Agency insurer authorization is required. 

  10.  Knowledge of business English, spelling, punctuation and grammar at 12th grade level.

  11.  Intermediate computer skills in Microsoft Word, Excel, Access, Outlook and PowerPoint.

  12.  Ability to operate within Electronic Medical Records (EMR) system.

  13.  Ability to operate within QuickBooks.

  14.  Ability to maintain cash on hand in the form of Petty Cash account.

  15.  Possess a valid driver's license and have access to a dependable means of transportation that is properly insured and operated in accordance with all laws.  Agency insurer authorization is required.

  16.  Ability to pass a pre-employment physical, drug screen, general physical, and TB test.

  17.  Ability to pass a criminal background check.

  18.  Must maintain good relationships with consumers, co-workers, government and civic representatives, as well as community members within whom the Agency is transacting business, and relate to them in a professional manner.