Job details

Description

Job Summary:

Responsible for performing administrative support functions for staff using initiative, professionalism, and judgment. Needs the ability to deal with executives, staff, and visitors and handle unique situations while maintaining confidentiality.  Position requires strong interpersonal skills and compassion and respect for persons with disabilities.

Essential Functions:

• Comply with all Agency policies and procedures and follow contract specifications
• Handle administrative details with judgment, tact and accuracy, and make decisions in many instances as to their disposition
• Maintain flow and output of work; arrange and prepare the typing and duplication of correspondence/letters & memorandums, reports, charts and envelopes accurately and timely
• Set up, generate, and maintain a variety of reports
• File confidential documents in personnel files
• Track expiration dates of documents of employees who are not citizens of the United States and generate letters to employees whose authorization to work documents will expire: 6-month and 3-month letters provided
• Submit requests for driving records in Intellicorp related to expired drivers licenses
• Utilize computerized background system to do background verifications for new hires
• Verify charges on a variety of invoices
• Use E-Verify, an electronic employment eligibility verification system, to verify the employment eligibility of employees to work in the United States
• Maintain I-9 binders
• Input I-9 work authorization information into UltiPro
• Enter Emergency Contact information for employees into UltiPro
• Coordinate employees’ address changes with payroll; process address changes in UltiPro at year-end
• Input changes to Health & Wellness rates, and Dismissal Unemployment rates in UltiPro
• Run report in UltiPro to calculate FMLA eligibility, prepare and mail paperwork, inform job site, HR & payroll
• Run Time Trak report requests
• Do the holiday pay exclusionary list
• Prepare monthly anniversary checks list, checks receipt list, letters, and certificates
• Calculate disability % and prepare monthly memo
• Collect timesheets/cards at cycle-end. For hourly employees, note manual edits to payroll and notify HR Director of discrepancies
• Collect employee expense vouchers and copies of AMEX receipts for HR Director’s approval
• Distribute mail
• Monitor Chimes DC Fax email account and log faxes and distribute electronically
• Monitor Employment Verification DC email account for background check results
• Monitor Jobs DC email account
• Answer phone calls regarding the employment process and respond to inquiries
• Order letterhead, envelopes, copy paper, toner, staples, and storage boxes
• Call for service of copier/printer/scanner and fax machine and exchange of gray paper shredding bins
• Unlock/lock the I-9’s file cabinet and personnel files vault at beginning/end of each day
• Routinely fill paper drawers of copier/printers
• Utilize a computer for email, data and word processing tasks as required
• Prepare time sheets/time cards for Administrative staff
• Prepare letters and general correspondence
• File in alphabetic, numerical and subject matter files as needed
• Perform various bulk mail projects for various departments as needed
• Provide front desk coverage as needed
• Provide assistance to visitors with disabilities when entering and exiting the facility and during their visit as needed, including assisting with kiosks (i.e. online employment application process)
• Comply with all security procedures and make sure that all visitors and staff do same
• Monitor all doors and admit visitors to inner building as necessary/approved
• Call management to report any emergency or suspicion situations
• Assist applicants with applications and computer KIOSK use
• Attend work regularly according to assigned work schedule
• Work a flexible schedule as required
• Comply with dress code and personal hygiene standards
• Wear ID badge(s) at all times while performing work under this Contract
• Attend and participate in in-service training, staff meetings, and other activities to facilitate professional development
• Work cooperatively with others in a manner which is positive, enthusiastic, respectful and courteous

Secondary Functions:

• Clean and maintain equipment
• Respond to unemployment claims and employment verifications, as needed.
• Post positions in UltiPro and on job boards as needed
• Assist with phone screens and reference checks as needed
• Prepare ID badges, as needed
• Do special projects as needed
• Perform other duties and tasks as needed

*Duties, responsibilities, and tasks may change at any time with or without notice

Physical Abilities Needed to Meet Work Demands:

• Ability to sit for long periods of time
• Ability to great visitors and answer phone calls
• Ability to reach above the head, bend, kneel, stoop
• Ability to lift, carry, and push up to 50 lbs. occasionally
• Ability to see details on the floor, above the head, or on surfaces

 Job Competencies Needed for Success on the Job:          

• Ability to work with limited direct supervision
• Ability to maintain confidentiality
• Ability to work without assistance to complete assignments
• Ability to work in a constant state of alertness and with safety always in mind
• Ability to follow directions and focus on tasks
• Ability to make decisions and solve problems
• Ability to be organized, flexible, and dedicated to quality service
• Ability to prioritize and manage multiple tasks effectively
• Ability to manipulate numbers
• Ability to report problems or relate information
• Ability to understand and comply with safety procedures and environmental requirements
• Ability to read, write, and speak (communicate and relate information) English
• Ability to use a computer for data input and retrieval of information as required
• Ability to file, type, and operate office machinery
• Ability to maintain and submit reports, logs, and other paperwork in a timely manner
• Ability to use and care for equipment and cleaning supplies properly
• Ability to notice and report changes in work space conditions
• Ability to complete tasks in a timely manner with numerous interruptions
• Ability to attend work regularly according to assigned schedule and company policies
• Ability to work a flexible schedule as required
• Ability to attend and participate in training and work related meetings
• Ability to deal with others in a positive, enthusiastic, respectful, and courteous manner
• Ability to comply with all building, security, and company policies and procedures

Essential Personnel:

This position is designated as essential.  This means that when the facility is faced with an institutional emergency, employees in this position may be required to remain at their work location or to report to work to protect, recover, and continue operations at the facility.

Other requirements: 

• Valid driver’s license from state of residence and ability to drive
• License must have been valid for at least 3 years
• If driving a 15 passenger van, must be at least 25 years old
• Acceptable driving record as determined by Agency’s insurance carrier and by Chimes DC policies and procedures

 Education:

• High school diploma or its equivalent
• Valid CPR/FR certification preferred
• Knowledge of typing, filing, and office procedures and routines

 Experience:

• Eight (8) to ten (10) years of full-time employment in progressively responsible secretarial work
• Thorough knowledge of standard English and modern office methods and equipment
• Skill in typing and computer utilization
• Experience meeting and working with the public

What’s in it for you?

Total Rewards (For Full-Time Employees = >30 hours/week):

• Medical, Dental, and Vision Insurance
• Flexible Spending Accounts
• Life Insurance
• Disability Insurance
• Paid Time Off
• 403(b) with Company Match
• Transportation Subsidy
• Employee Recognition Programs
• Referral Bonus opportunities
• And More!

Want to learn more?

To learn more about Chimes, and how you can achieve personal and professional growth within a purpose-driven organization, visit us at: https://chimes.org/Careers.

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