Secretary, Valley Youth House

Posted by Valley Youth House on July 28, 2014

The Secretary is responsible for the daily management of reception and general office areas of the Achieving Independence Center (AIC). The AIC is a Center for youth ages 14-21 who have involvement with The Department of Human Services. This individual is responsible for ensuring that the office is well maintained, fully supplied and inviting for visitors. The Secretary also facilitates incoming and outgoing communication with clients, organizations and other Valley Youth House sites. Clerical duties to support the functioning of the AIC are also key portion of this role. This position is under the authority of the Vice President of Independent Living, the SE ILP Director and Associate Director and reports directly to the Administrative Assistant (AA).

Essential Functions of Position:

• To provide excellent reception services via telephone and in person with AIC visitors, and ensure that all AIC members present their IDs and sign in.
• To process all incoming and assigned outgoing communications, such as mail, faxes and email on a daily basis as directed.
• To assist with the ordering of all office supplies in a timely matter and maintaining of records for purchases using program and agency protocol as directed.
• To maintain all of the common office areas (e.g. reception area, youth area, conference room), and manage the reservation process for use of rooms.
• To assist with financially related assignments (e.g. token distribution and token reconciliation).
• To provide assistance with clerical needs of the program and all staff (e.g. making copies, distributing mail etc.)
• To support Administrative Assistant with daily functions of the office.
• To assist with data entry in any and all agency information systems.
• To promote an inviting, organized atmosphere and office environment.

Other Duties:

• To participate in weekly supervision with the AA and be prepared with an agenda.
• To monitor all staff compliance with signing in and out of the office when they leave and return during the business day.
• To accurately complete or assist with all required paperwork and documentation in a manner consistent with established protocols including, but not limited to: miscellaneous personnel materials, statistics, reports, program bills and other items assigned.
• To complete other related tasks as appropriate or assigned.

Qualifications:

The Secretary shall be a mature individual with the ability to promote the philosophy of the Independent Living Program. The Secretary will possess strong clerical, computer, telephone and interpersonal skills. This individual must be highly organized and self-motivated. He/she shall never have been convicted of any child abuse offense. He/she shall possess a minimum of a high school diploma or equivalent and three years’ experience working in a clerical/receptionist position or related field. The candidate’s race, gender, religion, or state of physical disability will not be considered when hiring for this position

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