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Title

Administrative Assistant 

Post Internal Days 0  
Description

Essential Functions:

  • Oversees the daily operations of data entry into the client tracking System.

  • Ensures accuracy and validity of data entered into client tracking system.

  • Acts as purchasing agent for CTC.

  • Coordinates with staff to prepare for CTC staff meeting, including preparing agenda and distribution;

  • Takes/prepares minutes for Retail Staff Meetings. Types minutes within 3 working days after meeting and submits to VP of Retail and President for approval. Once approval is obtained, distributes to all retail managers.

  • Types minutes after approval of minutes is received; distributes copies to CTC staff for review within 3 working days after the meeting..

  • Prepares monthly reports, quarterly reports and any other reports as required.

  • Maintains inventory list on all equipment in CTC offices.

  • Maintains all record keeping on contracts as required. This may include billing, contract renewal and other supportive activities once contracts are awarded.

  • Maintains CARF record keeping by ensuring that 1) yearly standards are obtained and by 2) ensuring that documents proving that we meet standards are maintained in CARF cabinet in file room.

  • Assists Directors and Vice President where and when needed.

  • Supports the entire CTC staff as needed.

  • Complete supply orders monthly

  • Orders Printing as needed.

  • Completes case file reconciliation

  • Completes contracts financial reports monthly.

  • Completes PO’s and check requests as needed

  • Maintains financial agreements and MOUs as needed

  • Retrieves performance data reports.

  • Troubleshoots computer and networking systems as needed. Maintains and oversees maintenance on computers and all other equipment in all CTC offices.

  • Pursues increased automation in data collection as needed.

  • Tracks time of Transitional Workers and ensures that the 3 month or20 hour time limit is observed. Reminds Directors of time endings.

  • Completes Payroll weekly. (Including preparing correction forms, type up individual detail sheets for signature and submission)

  • Arranges interviews, applications, etc. for interviewing team.

  • Types daily correspondence, reports, etc. as needed. Completes other typing assignments as needed.

  • Reconciles petty cash & gas/gift cards quarterly and maintains accountability for petty cash.

  • Inputs client satisfaction surveys into ETO monthly as needed..

  • Oversees Building maintenance needs.

  • Maintains keys to all CTC facilities.

  • Gathers files/records for annual staging and/or disposal.

  • Opens/closes CTC daily; checks voicemail in receptionist area daily.

  • Maintains/updates Goodwill Corner Forms and Procedural Instructions.

  • Collects/submits monthly CTC safety inspections.

  • Coordinates all CTC facility maintenance requests.

  • Reviews/submits CTC staff members expense/mileage reports.

  • Issues, maintains, reconciles and enters data on organization’s voucher system.

  • Any other duties as requested

  • Reviews/submits CTC staff members leave requests and posts in Outlook shared calendar

  • Maintains Panama City conference room calendar

  • Oversees grounds keeping

  • Maintains Supportive Service Requests

  • Regularly (at least once weekly) look at NISH and FBO sites for possible contract opportunities

  • Assist as needed for New Hire Orientation (making copies, ordering/setting up food, assisting with equipment as needed)

  • Collects and maintains monthly Case Reviews from Directors

  • Oversees the daily operations of data entry into the client tracking System.

  • Ensures accuracy and validity of data entered into client tracking system.

  • Acts as purchasing agent for CTC.

  • Coordinates with staff to prepare for CTC staff meeting, including preparing agenda and distribution;

  • Takes/prepares minutes for Retail Staff Meetings. Types minutes within 3 working days after meeting and submits to VP of Retail and President for approval. Once approval is obtained, distributes to all retail managers.

  • Types minutes after approval of minutes is received; distributes copies to CTC staff for review within 3 working days after the meeting..

  • Prepares monthly reports, quarterly reports and any other reports as required.

  • Maintains inventory list on all equipment in CTC offices.

  • Maintains all record keeping on contracts as required. This may include billing, contract renewal and other supportive activities once contracts are awarded.

  • Maintains CARF record keeping by ensuring that 1) yearly standards are obtained and by 2) ensuring that documents proving that we meet standards are maintained in CARF cabinet in file room.

  • Maintain an acceptable attendance and punctuality record.

  • Assists Directors and Vice President where and when needed.

 

 
Position Requirements

Requirements:

  • Proficient communications skills (verbal and oral)

  • Efficient on the computer (Excel and Outlook)

  • While performing the duties of this job, the employee is regularly required to talk or hear. The employee is occasionally required to stand; walk; sit; use hands to finger, handle. Or feel objects, tools, or controls; and reach with hands and arms.

  • The employee must occasionally lift and/or move up to 25 pounds.

  • The noise level in the work environment is usually moderate.

  • Will possibly be working alongside and/or managing others with social, mental, and emotional disabilities.

  • In-depth computer knowledge required

  • 2-year degree preferred.

  •  

 
Full-Time/Part-Time Full-Time  
Rate of Pay  
Position Administrative Assistant  
Close Date 10/7/2022  
Number of Openings 1  
Hiring Manager(s) Lisa Land  
Open Date 9/27/2022  
Location Mabry Admin 021  
About the Organization Welcome! Thank you for showing interest in Goodwill Industries - Big Bend, Inc. When you pursue a career with Goodwill, you're a part of a social enterprise that has served the community since 1965. We are a unique company with a mission to provide job training, education and employment. We focus on being the leader in employing a diverse workforce that includes individuals with disabilities and other barriers to employment.



We are pleased you are considering Goodwill as an employer of choice. If you'd like to learn more about us, feel free to browse our website for more information - www.goodwillbigbend.org.



Sincerely,



Fred G. Shelfer, Jr., CEO  
EOE Statement Goodwill Industries-Big Bend Inc. is an Equal Opportunity Employer. We will consider applicants for this position without regard to any category protected by applicable federal, state or local law, including but not limited to: race, color, religion, sex (including gender, pregnancy, sexual orientation and gender identity), national origin, age, physical or mental disability, genetic information, veteran status or uniformed servicemember status.

If hired, I understand my employment is at-will as permitted under applicable state law. I understand this means that either the company or I may terminate the employment relationship at any time, for any reason, with or without notice or cause.  

This position is currently not accepting applications.

To search for an open position, please go to http://GoodwillIndustriesBigBendInc.appone.com



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