Job Description

GENERAL POSITION DESCRIPTION: The primary responsibility of this position is to provide administrative support for Easterseals Blake Foundation Ranch Facility office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greet all individuals as soon as they arrive and provide each individual with a positive first impression
• Determine the purpose of each person’s visit and notify appropriate staff.
• Complete all health checks for visitors in person or via phone as directed by providers. Verify temperature at arrival.
• Answer, screen, and direct phone calls to staff; take messages and/or direct them appropriately.
• Coordinate with providers to facilitate obtaining signatures, or other filling out of necessary forms, by guardians and adult members.
• Coordinate with providers to complete appointment reminders.
• Calls members to remind them of their scheduled appointments
• Arranging transportation for members as needed
• Provides quality customer service.
• Receive facility repair and maintenance requests from staff and act as a liaison for maintenance team and repair techs throughout the ensuing process.
• Receive information for needed transportation requests from providers, schedule transportation and facilitate ongoing communication between transportation team and providers
• Manage inventories and order supplies as necessary.
• Manage office maintenance and trouble-shooting.
• Complete inter-office deliveries and pick-ups.
• Receive mail, documents, packages, and courier deliveries and distributes items.
• Coordinate with providers to manage expirations.
• Performs basic scanning, filing and recordkeeping.
• Complete and delegate as needed cleaning of communal spaces.
• Supervise members as needed if they are early or stay late due to transportation issues.
• Implement positive communication skills with individuals in person, on the phone, and in writing during high stress situations.
• Implement de-escalation strategies, when necessary.
• Adheres to all agency policies, procedures, and protocols
• Must be flexible to cover all business hours
• Perform other duties.

REQUIRED SKILLS/KNOWLEDGE/ABILITIES:

• Excellent verbal communication skills.
• Maintains professional appearance and demeanor
• Excellent interpersonal and customer service skills.
• Basic understanding of administrative and clerical procedures and systems.
• Proficient with Microsoft Office Suite or related software.
• Familiarity with behavioral and mental health terminology
• Capable of managing stress in a fast-paced, unpredictable, and high intensity setting
• Must be reliable, punctual and flexible
• Ability to communicate in a culturally inclusive manner
• Skills in maintaining highly confidential information
• Ability to work independently and seek supervision appropriately
• Must be well organized, able to multi-task, detail oriented, accurate, and able to complete projects and assignments in a timely manner

MINIMUM REQUIREMENTS:

• Clean criminal background check and the ability to obtain and maintain a level one clearance card.
• Valid Arizona driver’s license and the willingness to use personal vehicle in the course of employment. Must meet minimum requirements of agency insurance carrier
• High school diploma or equivalent required.

PHYSICAL REQUIREMENTS:

• Must be able to utilize Personal Protective Equipment (PPE), such as face mask, gown, goggles and gloves, for any amount of time necessary to provide a physical barrier to protect the employee and others.
• Must be able to remain in a stationary position.
• Must be able to operate a computer, phone and other office equipment.
• Must be able to physically complete assigned tasks with or without accommodation.
• May work in an office setting.

PSYCHOLOGICAL REQUIREMENTS:

• Must be able to remain calm, non-defensive with a supportive attitude during stressful, potential crisis, and crisis situations.
• Must be able to work in an extremely stressful environment where there are considerable mental and emotional demands. Must be able to manage high volumes and unpredictability of work.
• Must be able to remain flexible and reprioritize according to the changing demands of the day.
• Must be able to manage stress in a fast-paced, unpredictable, intense setting.
• Must be able to adapt to diverse cultural environments and communicate in a culturally inclusive manner.
• Must be able to represent Easterseals Blake Foundation in a professional manner in all situations.
• Working Conditions:
• Requires high level of energy to perform the daily activities of a primarily administrative nature.

ADDITIONAL INFORMATION:

This job description is not intended to be an exhaustive list of all possible duties, responsibilities and/or qualifications. Other duties, responsibilities and/or qualifications may be assigned to this position.

EASTERSEALS BLAKE FOUNDATION IS AN EQUAL OPPORTUNITY EMPLOYER It is understood and agreed that any misrepresentation by me in this application will be sufficient cause for cancellation of this application and/or separation from the Employer's service if I have been employed. I give the Employer the right to investigate all references and to secure additional information about me, if job related. I hereby release from liability the Employer and its representatives for seeking such information, and all other persons, corporations, or organizations for furnishing such information. I hereby consent to and authorize Easterseals Blake Foundation to request, receive and use information as often as necessary as deemed by Easterseals Blake Foundation by consumer reporting agency bearing on my credit standing, character, general reputation, personal characteristics, and mode of living, including, but not limited to, my criminal background or lack of criminal background. I authorize the use by Easterseals Blake Foundation of the original or photocopy of this authorization. The Employer is an Equal Opportunity Employer. The Employer does not discriminate in employment and no question on this application is used for the purpose of limiting or excusing any applicant's consideration for employment on a basis prohibited by local, state, or federal law. I understand that just as I am free to resign at any time, the Employer reserves the right to terminate my employment at any time, with or without cause and without prior notice. I understand that no representative of the Employer has the authority to make any assurances to the contrary.