Operations Administrative Assistant - Board of Child Care

POSITION:  Operation Administrative Assistant  

POSITION RESPONSIBLE TO:  Caminos Program Director

CATEGORY OF EMPLOYMENT:  Salaried/Exempt

PURPOSE OF JOB: To provide primary administrative and office support activities for the Program Director of Caminos Baltimore Programs (PD)

ESSENTIAL RESPONSIBILITIES: 

• Responsible for ‘Maryland/ Caminos Residential’ policy & procedure manual. Owns edit process and ensures revisions are submitted to Quality Improvement team on time.
• Ensure the continuity and ongoing maintenance of client files.
• Assist and Support the routing, timely documentation, and data entry of Serious Incident Reports (SIR).
• Assist in the scheduling, room set up, catering, and minute taking of meetings and trainings.
• Visitor rooms and meeting rooms clean / up to date.
• Maintain calendars and schedules (PD, Administrator On-Call, Social Worker On-Call, Reception Coverage and conference and training rooms).
• Make travel arrangements / coordinate offsite conference attendees, as requested.).
• Act as an authorized purchaser and manager of the PD corporate credit cards. Includes purchasing approved items and monthly reconciliation of statements.
• Converts to-dos from meeting minutes to Asana tasks (project management software) and projects as appropriate.
• Input information quickly and accurately from a variety of sources into a software system, database, or spreadsheet, to include but not limited to daily census, LTFC referrals.
• Obtain and maintain certification as a “super user” in BCC’s electronic health record software system, Cx360.
• Raptor Visitor Management System Administrator. Train new admins on Raptor and be able to troubleshoot the system.
• Caminos Office copiers – be the point of contact to vendor for service calls, generally monitor the copier leases and account for appropriate equipment / spends, and partner with IT and COO when new copier locations, capacity or features are needed.
• Obtain and maintain certification as a “super user” in BCC’s digital phone system. Includes but is not limited to helping troubleshoot basic tickets such as voicemail pin resets, extension name and title changes, and helping to onboard new users. 
• Minutes for departmental meetings
• Perform other duties, as requested, to achieve agency goals

NON- ESSENTIAL FUNCTIONS:

General Administrative Duties:

• Break room and hospitality supplies always up to date / in stock.
• Administers or aids with room scheduling.
• Filling / Shredding
• Aids with office equipment - copiers, printers and faxes.
• Provide back support to Administrative Talent throughout BCC when appropriate.
• Trains other admins as needs are identified.
• Monitor the EHR ticketing system and provide support as assigned.

Front Desk / Reception Duties (as coverage necessitates):

• Warmly greeting guests as front desk support/coverage.
• Fielding telephone calls and receiving and directing visitors.
• Stocking water and other hospitality supplies.
• Signs in guests into Raptor system.
• Processes donation drop offs.

Competencies:

• Accurate Listening
• Appointment Coordination
• Attention to Detail
• Communications
• Conceptual Thinking
• E-Mail Management
• Honesty
• Following Directions
• Frequent Interaction with Others
• Handling Stress
• Meeting Standards
• Organizational Skills
• Customer Service
• Taking Minutes
• Personal Accountability
• Problem Solving
• Professional Behavior
• Project Management
• Supporting Multiple Managers
• Task Management
• Teamwork
• Technology
• Telephone Protocol
• Time Management
• Travel Planning

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

In the nature of being at a residential and school living environment there may be times you experience conditions in which challenging behavior can be exhibited from our youth to include but not limited to, physical agitation, physical violence and/or emotion outburst.

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.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work:

This is a full-time position. This position regularly requires flexible work hours based on the needs of the program to include evening and weekend work.  Eligible for flex schedule. Non-essential for snow.

Travel

Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.

Required Education and Experience

• Fluency in both Spanish and English (required )
• A Bachelor’s degree and 2 years’ experience in the field

Or

• A high school degree and 5 years’ experience in the field.
• At least 1 year of supervisory

Preferred Education and Experience

• A Bachelor’s degree
• 2 years’ experience in the field with demonstrated increases in responsibility
• 2 or more years of supervisory
• Customer Service certificate

Additional Eligibility Qualifications

• Able to learn and effectively utilize different technology platforms, including but not limited to: Last Pass; Raptor; Cx360 (EHR); Relias; and Comcast Administrative Portal.
• Must be proactive.
• Excellent computer use knowledge with Microsoft Windows 7/10 and Office products, including Word, Excel, PowerPoint, Outlook, and Publisher.
• Understanding of cultural and ethnic factors of client populations
• Ability to communicate in a clear, concise manner both written and orally. Excellent writing skills and experience in producing written correspondence and public facing communications
• Must be able to type 50 wpm.
• Proven effective time management, planning, communication, and interpersonal skills
• Proven ability to manage multiple projects, priorities, meet deadlines, multi-task, and think creatively
• Ability to problem solve.
• Ability to work independently.
• Ability to sit and stand for long periods of time.
• Ability to keep an electronic calendar (Outlook) and task list (Asana.com) a must.
• Ability to demonstrate the possession of a valid driver’s license prior to employment and ability to maintain the license and operate a motor vehicle thereafter.
• Ability to pass CPS/UII background check both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a Tuberculosis Screening both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a work-readiness physical performed by a certified medical professional both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a Federal and State Fingerprinting Background Check both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a drug screen via urinalysis both prior to employment and randomly thereafter.

Other Duties

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