Administrative Assistant 1732 - Ft Myers, United States - Lutheran Services Florida

Description

Lutheran Services Florida (LSF) envisions a world where children are safe, families are strong, and communities are vibrant.

LSF is looking for a talented Administrative Assistant III who wants to make an impact in the lives of others.

The schedule for this role is 8:00am to 4:30pm. The candidate must be fluent in both English and Spanish.

Purpose and Impact:
Responsible for the overall administrative matters of the CRS Program, including serve HR Liaison.

Essential Functions:
Answer the direct office phone calls.
Greets all clients, vendors, providers and visitor in a cordial manner and notifies the staff in timely manner
Set the answering machine daily. Records and changes the answering machine message when needed.

Takes messages if the staff is not available and ensures they are delivered to the employee in a timely manner.

Opens the front door and ensures that lobby looks neat and professional.
Provides all clerical duties of the R&P and MG Programs.
Prepares monthly fiscal report.
Orders supplies and printing materials.
Prepares all DPVs, and all other required LSF forms for supervisor's signature.
Maintains an efficient filing system and keeps an accurate control of all documents/boxes kept in the outside storage (FACS).
Prepares and maintains program inventory control, enters information in the database, and tags all the equipment/furniture regularly.
Prepares and distributes correspondence to all staff.
Takes, prepares and distributes minutes for the monthly staff meetings.
Schedules appointments, meetings, and conferences.
Composes memoranda, correspondence, generates billings, and reports independently.
Works on special projects with minimum supervision.
Assists with monitoring new staff employment, on-boarding and orientation process.

Using the LSF HR system, processes the electronic hire packets for new employees, ensuring all required background screening and e-verify steps are completed.

Maintain Program staff HR and medical records, prepares reports, and composes human resource related correspondence.
Serves as the Program Human Resource liaison with Central Services HR.
Acts as Time Administrator; works with staff to submit accurate timecards and ensures approval deadlines are met.


Other Functions:
Assists the Attorney and Program Director as needed.
Performs other similar duties as assigned or required.
Serves as HR Liaison


Physical Requirements:
Must be able to prepare storage boxes and lift a minimum of 20pounds.
Must be able to sit for long periods.
Be able to travel if needed & have a valid Fl driver's license.

Education:
High School Diploma or GED

Experience:
Minimum of three to five years of experience in secretarial work.

Skills:

Must have excellent computer skills:
Access, Word and Excel.
Good math and communication skills.
Must have a thorough understanding of office practices and well organized.
Must be able to work and deal with a diverse group of clients.
Dependability, discretion and good judgment essential.
Bilingual (Spanish a plus)


Other:
Must demonstrate sensitivity to our service population's cultural and socioeconomic characteristics and needs.


Principle Accountabilities:
Reports to Program Director.
Must be a team player.
Accurate, complete and timely submission of required reports and documentation to funder & LSF.
Effective working relationships.
Adherence to LSF policies and procedures.

Why work for LSF?
LSF offers 60 programs across the state of Florida serving a wide range of populations in need. Mission Driven staff members become part of the LSF community while transforming the lives of those in need. Our staff additionally find growth opportunities as they explore areas of interest within the organization.

Amazing benefits package including:
Medical, Dental and VisionTeladoc (24/7 online access to doctors)Employee Assistance Program (EAP)Employer paid life insurance (1X salary)13 paid holidays + 1 floating holidayGenerous PTO policy (starting at 16 working days a year)403(b) Retirement plan with 3% discretionary employer match OR 3% student loan repayment reimbursementTuition reimbursement
Lutheran Services Florida embraces diversity, equity and inclusion in all business practices. LSF is proud to be an equal opportunity employer.