Administrative Assistant I (Part-time, Temporary) – Pioneer Human Services – Mount Vernon, WA

Pioneer Human Services (PHS) is a social enterprise that provides individuals with criminal histories the opportunity to lead healthy, productive lives. You may learn more about our organization, mission, and vision here: About Us.

The Skagit County In-Jail Treatment Program is designed for individuals incarcerated due to substance use disorders (SUD). The program provides SUD treatment and an aftercare/transitions component for up to 90 days on a voluntary basis. All individuals in the program need to be incarcerated in the Skagit County Jail and are seeking help for their substance use disorder issues. The program is voluntary.

POSITION SUMMARY

The Administrative Assistant (Admin I) performs general administrative and clerical work for the Director/Program Manager and other staff as assigned. Admin 1 performs administrative functions including, but not limited to, data entry, file maintenance, and general computer operations. This position supports unit administration through filing, generation of billing and quality assurance reports, and database management.

As a member of the Pioneer team, the Administrative Assistant I is expected to collaborate with other staff and community partners to promote a pro-social and supportive program climate. The Administrative Assistant is encouraged to make recommendations to improve operational policies and procedures consistent with program goals and the Pioneer mission.

POSITION DUTIES & TASKS

Administrative Support

• Types and edits correspondence, reports, forms, and documents.
• Prepares communications outlined by the Director/Program Manager
• Records/generates minutes at staff meeting, safety meetings, community advisory board meetings, etc.
• Helps plan and organize program events (e.g., North Sound Picnic & Holiday Party etc.).
• Assists in scheduling references for hiring new staff.
• Provides audit and inspection support per Director’s directive
• Performs general clerical duties as assigned.

File & Record Maintenance

• Maintains staff training records on spreadsheets and Relias Learning System
• Enters and tracks program data as assigned i.e. data tracker, decline tracker, NSBHO Data system
• Collects and maintains documentation for staff payroll
• Maintains confidentiality of all information at all times.
• Manages archival record storage per Pioneer policy and, DBHR, DOH & contractual requirements.

Office Maintenance

• Operates personal computer and other office equipment.
• Responsible for maintaining adequate office supplies and medical supplies.
• Conducts inventories and placing orders.
• Receives and distributes supplies.

WORKING CONDITIONS

Work Setting, including hazards:

Schedule (i.e. hours and days):

• Expected schedule is Monday – Friday, 10:00am – 2:00pm.
• This position is only expected to last until April 2019.

Tools & Equipment:

• Computer/Microsoft Office, general office equipment operation

Customer Interactions:

• May have direct contact with intoxicated and behaviorally acting out residents.
• Professional telephone and in person interactions with facility stakeholders.

QUALIFICATIONS

Required Qualifications

• Education: High School diploma or equivalent required.
• Experience: At least one year of clerical/office experience.
• Proficiency with MicroSoft Office Suite.
• Must be sensitive, receptive and mature enough to be neither upset by the residents, nor cause the residents further adjustment difficulties.
• Must be able to make positive use of professional supervision, function effectively in an inter-disciplinary team approach, and participate in and profit from in-service and on-the-job training.
• Must demonstrate personal flexibility and a professional demeanor, and be able to work toward broad goals, while at the same time work with a vast number and variety of details.
• Must be able to speak, read and write in English.
• Must maintain an attitude toward interactions with residents that is objective and free from personal bias: one that allows for perspective and flexibility in observing groups and individual behavior patterns.

Preferred/Desirable Qualifications

• Education: AA or BA/BS preferred.
• Experience: 3 to 5 years of clerical/office preferred.
• Proficiency with Adobe Acrobat.

BENEFITS FOR FULL-TIME EMPLOYEES

• Full medical, education assistance, a 403(b) retirement plan, and paid time off (10 paid holidays per year, plus sick and vacation pay).

• Pioneer contributes 4.5% of employees’ annual salaries into retirement plans. An additional 3.5% match is offered to those who contribute 6% of their own salary.

• Full-time employees accrue 10 days of vacation their first year and 15 days their second.

• All employees; regardless of benefits eligibility status, accrue 1 hour of sick time for every 30 hours worked. Accrual begins the first day of employment. Sick time can be used to care for yourself or a family member, for preventive medical care, for leave covered under the Domestic Violence Leave Act, for bereavement purposes, or if your workplace, or your child’s school or place of care is closed by a public health official for any health-related reason.