Nov 25, 2022

Administrative Assistant

  • WestCare Foundation, Inc.
  • Laredo, TX, USA
Full-Time Administration Customer Service Education Facilities Information Technology Management Nurse Professional Services Research

Job Description

Position Summary :

Person in this position will be responsible for answering phones, provide clerical and administrative support. Essential Job Functions include those listed below.

Essential Job Functions :
  • Answer incoming calls; route to appropriate personnel; take messages.
  • Greet incoming guests, applicants and individuals meeting with staff.
  • Maintain supplies for and condition of front office.
  • Order supplies as requested for staff and maintain office supply closet.
  • Routing of incoming correspondence including sending, receiving and distributing faxes.
  • Preparing and distribution of outgoing mail, order postage as needed.
  • Preparation, distribution and tracking of Fed EX and other delivery vendors.
  • Able to provide representation at meetings, conferences, webinars, etc. when Program Supervisor is unable.
  • Copying of documents for staff as needed.
  • Clerical duties for Program Supervisor.
  • Assist with services or referrals for participants.
  • Assist Program Supervisor with meeting set-up and other assignments as requested.
  • Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation.
  • Other relevant duties as assigned

Essential Qualifications :
  • Experience handling a multi-line phone system.
  • General clerical experience.
  • Computer proficiency, Microsoft applications preferred.
  • Provide research assistance.
  • Detail-oriented.
  • Ability to work well with others.

Education :
  • Bachelors degree is required.
  • Business/Administrative training is preferred.
  • Computer training is preferred.

Working Conditions :
  • Tasks may be performed in a residential, office, or outdoor setting.
  • Fast paced environment.
  • Potential for high noise level at times.
  • Some local and out of state travel.
  • A minimum of 40 hours per week are expected but significantly more hours will be required from time to time. Completion of job duties may require working before and after normal working hours. Regular attendance is required. Being able to work as many hours as is necessary to complete job tasks is a required and essential duty of this position.

Essential Physical and Mental Demands of the Job

The employee must be able to perform the following essential duties and activities with or without accommodation:

Physical Demands:
  • Requires mobility and physical activity: Having an adequate range of body motion and mobility, to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, must be able to lift and carry 50+ pounds on occasion, 10+ pounds regularly. Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). Requires the ability to operate a motor vehicle. Requires the ability to defend oneself and clients in physically abusive situations through the use of approved physical de-escalation techniques.
  • Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly. It is required for candidate to be bilingual in both English and Spanish.
  • Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
  • Requires seeing: Clarity of vision at 20 inches or less as well as vision adequate for driving a motor vehicle. This factor is required to complete paperwork for many of the employees essential job functions, to observe client behavior and activities in and out of the facility, and when driving a motor vehicle.
  • The normal work routine involves no exposure to human blood, body fluids or tissues. However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.

Mental Demands:
  • Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.
  • Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels in order to exchange ideas, information, instructions and opinions.
  • Requires the ability to work under stress and in emotionally charged situations.
  • Requires the ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.
  • Requires the ability to work under time deadlines.



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