Administrative Secretary

Childrens Home Society of Florida

Since opening our doors in 1902 CHS became a part of Floridas history.

CHS has been committed to growing and evolving to provide the right services and solutions to address the needs of children and families throughout the changing times. Every day our team works with parents and kids to empower them and encourage them. With innovative technology solutions and a dedicated experienced team throughout the state were changing the face of foster care and positively impacting children and families lives for generations to come.

Join our team to continue to do good and create history serving Floridas children and families!

The Administrative Secretary provides efficient customer-focused high quality administrative services that support CHS business functions and incumbent contributes to the CHS high performance culture by exhibiting our values and providing quality results that position CHS as the leader in delivering proactive behavioral health case management community and early childhood solutions for children and families.

WHY JOIN CHS

• Uplifting mission-driven work culture
• Make an impact in your community and become a part of Floridas history!
• Growth and professional development opportunities
• Great benefits package including generouspaid time off and holidays
• Opportunity to make a positive difference in children and families within your own community!

Primary Job Functions

1. Provide efficient customer-focused high quality administrative services that support CHS business functions and operations.

• Perform administrative activities including taking calls typing memos letters reports taking notes performing clerical accounting and data collection/entry photocopying faxing etc.
• Sort open and distribute incoming mail; prepare outgoing mail and packages; accept package deliveries.
• Schedule appointments and arrange travel schedules reservations and other accommodations for team members.
• Set up and/or maintain files records storage.
• Maintain current phone number or extension listing.
• Order and maintain inventory of office supplies CHS branded letterhead and other materials as needed.
• Greet clients and visitors; screen for access and provide badge for entry; maintain daily visitors log when needed.
• Verify that break rooms refreshment stations meeting rooms are returned to original condition at the end of each day.
• Manage petty cash.
• Support invoice approval and coding processes; prepare mileage /travel expense reports for team members.
• Run errands upon request.
• Provide back-up for other administrative team members when needed.

2. Contribute to a positive engaging work environment.

• Provide coverage for other administrative support team members as needed.
• Keep up-to-date on various community resources to assist callers visitors and team members where needed.
• Participate actively in departmental meetings training and education as well as the quality and safety processes.
• Comply with CHSs code of conduct policies procedures and other obligations.
• Pick up projects on the fly; perform other duties as assigned from time to time.
• Demonstrate the CHS Common Bond Values in the performance of all job duties.

Job Qualifications

Education Licenses & Certifications:

• High school diploma or GED equivalent required.
• Florida Drivers License within 30 days from hire with daily access to a reliable and insured vehicle required.

Experience:

• Two years of administrative support experience or formal training in secretarial or office administration required.
• Experience working in a social service or non-profit organization preferred.

Competencies

Knowledge of:

• WORD PROCESSING AND SPREADSHEET APPLICATIONS

Skills and Proficiency in:

• Planning project management organization and time management
• Oral and written communication including presentation and platform
• Collaboration teamwork consulting facilitation coaching and mentoring
• Computer systems and MS Office including Word Excel and Outlook
• Typing speed of 45-50 wpm

Ability to:

• Speak read and write English at the high school level including accurate spelling and grammar.
• Learn and operate office equipment including copiers fax machines and telephone systems.
• Carry out assigned duties to provide CHS with capability to operate its business during a declared disaster/emergency.
• Perform at a high level of autonomy with general supervision.
• Plan organize and manage time handling multiple tasks at once.
• Solve practical problems using sound judgement.
• Communicate clearly and concisely orally and in writing.
• Develop interpersonal relationships collaborate and act as part of a team.
• Perform under strong demands in fast-paced diverse sometimes ambiguous environment.
• Maintain professional boundaries and handle confidential information appropriately.
• Handle highly stressful and sensitive situations in a professional manner.
• Meet critical deadlines while maintaining attention to detail accuracy and quality.
• Commit to providing high customer satisfaction with positive service delivery results.
• Demonstrate the behaviors of the CHS Common Bond Values.
• Be energetic passionate and adaptable with a deep commitment to social service empathy for children and families and a positive approach to embracing and managing change.

All applicants are subject to background screening through the Florida Agency for Health Care Administration (AHCA). For more information visit

Together good can be done.

Required Experience:

Junior IC