Administrative Specialist (Ignite)

Description

PROGRAM AREA OR DEPARTMENT:

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