Administrative Specialist

POSITION TITLE: Administrative Specialist - AIC

REPORTS TO: Director

POSITIONS SUPERVISED: None

FLSA STATUS: Non-Exempt

PURPOSE: The Admin Specialist's primary responsibility is to coordinate and oversee administrative duties in the Autism Intervention Center, and ensure that the office area operates efficiently and smoothly.

ORGANIZATIONAL LEVEL:

• Director

• Manager

• Senior Staff

• Staff

EDUCATION REQUIRED: High School diploma or equivalent and 2-5 years' experience in an administrative/office management role.

CREDENTIALS REQUIRED: None

PRODUCTIVITY REQUIREMENT: None

General Requirements (All Employees)

1. Follow work schedule with reliable attendance and punctuality and attend meetings, staff development, and training

2. Multi-task, organize and prioritize assignments

3. Adhere to applicable company and departmental policies and procedures

4. Work in difficult environments, solve problems effectively, and exhibit a positive attitude

5. Initiate communication with supervisor when needed

6. Follow the guidelines, coaching, and directives provided by management to ensure consistent application of agency protocols

7. Receive constructive feedback from supervisor(s) and implement corrections

8. Follow all legal and licensing board requirements and ethical standards

9. Follow state, federal, and local law as they pertain to job duties and execution

10. Keep all client information confidential

General Requirements (All Supervisors)

1. Recruit, interview, recommend candidates for hire

2. Supervise, mentor, and lead staff; document progress and produce reports

3. Train new staff and provide ongoing training for existing staff

4. Evaluate, reprimand, and in conjunction with Human Resources, terminate staff

5. Model professional behavior and decorum

6. Work collaboratively with management team

7. Work effectively with employees and customers who may be upset or unreasonable

8. Set and achieve goals and initiate professional development

9. Assist leadership in strategic plan development and progress for agency

Specific Duties, Competencies, and Behaviors\

1. Office Organization & Cleanliness- The Administrative Specialist is responsible for maintaining a highly organized and impeccably clean office environment. This includes regular tidying of common areas, ensuring supplies are well-stocked and accessible, and creating a professional and inviting atmosphere for clients and visitors. Their efforts contribute significantly to the overall professional image of the center.

2. Arrival Routine & Dismissal Routines Traffic Pattern- Managing the flow of individuals during peak arrival and dismissal times is a critical duty. The Administrative Specialist coordinates and monitors the traffic pattern for clients, parents, and staff, ensuring a safe, efficient, and orderly process. This often involves clear communication and proactive problem-solving to prevent congestion and ensure timely transitions.

3. Client Attendance & Parent Communication- Accurate tracking of client attendance is paramount. The Administrative Specialist meticulously records daily attendance, notes any absences or late arrivals, and communicates promptly with parents regarding their child's presence or any related concerns. This role often serves as a primary point of contact for routine parent inquiries, fostering strong home-school partnerships.

4. Medication Distribution- Under the guidance of qualified personnel and adhering strictly to established protocols, the Administrative Specialist assists with the organized and accurate distribution of medication to clients. This sensitive task requires meticulous attention to detail, adherence to dosage schedules, and careful record-keeping to ensure client safety and well-being.

5. Health Checks & Provider Breaks- The Administrative Specialist supports the overall health and safety of the environment by assisting with routine health checks as needed. They also play a vital role in coordinating and facilitating scheduled breaks for providers, ensuring that staff receive necessary respite while maintaining continuous coverage and support for clients.

6. Auxiliary Team Member Behavior Support- In collaboration with the primary team, the Administrative Specialist may provide general support for auxiliary team members in managing client behavior. This can involve assisting with de-escalation techniques, providing a calm presence, or following established behavior plans to ensure a consistent and supportive environment for all clients.

7. Attendance (Employee)- the Administrative Specialist is responsible for accurately tracking and recording staff attendance, including arrivals, departures.

8. Heat Up Lunches The Administrative Specialist will heat up lunches for clients and staff, ensuring meals are prepared and distributed efficiently.

9. Purchase Ordering- Managing the procurement of supplies and materials. The Administrative Specialist handles purchase ordering, which includes identifying needs, obtaining quotes, placing orders, and tracking deliveries. This ensures that the center has all necessary resources to operate effectively.

10. Answering Phone Calls- As the primary point of contact for incoming calls, the Administrative Specialist answers and directs phone calls professionally and courteously. They handle inquiries, take messages, and provide essential information, representing the welcoming and professional face of the center to external callers.

11. Checking Visitors Into the Building- Ensuring building security is a top priority. The Administrative Specialist is responsible for checking visitors into the building, verifying their identity, logging their arrival and departure, and issuing visitor passes as per security protocols. This vigilance safeguards the safety and privacy of clients and staff.

12. Unannounced Drills & Progress Reports- The Administrative Specialist coordinates and participates in unannounced safety drills (e.g., fire, tornado), ensuring all procedures are followed and records are maintained. They also assist with the preparation and distribution of client progress reports, ensuring timely and accurate communication with parents regarding client development and achievements.

13. Send All Building Emails- Managing internal and external communications is a significant responsibility. The Administrative Specialist composes, formats, and sends all official building-wide emails, ensuring that important announcements, updates, and information are disseminated effectively and professionally to staff, parents, and other stakeholders.

14. Create & Update Spreadsheets- Data management is a fundamental aspect of this role. The Administrative Specialist creates and maintains various spreadsheets for tracking client data, attendance, inventory, contact information, and other operational metrics. Proficiency in spreadsheet software is essential for organizing and analyzing information.

15. Completes other job duties as needed for daily operations such as the custodian- This comprehensive role also requires flexibility and a proactive approach. The Administrative Specialist is expected to perform other duties as assigned to support daily operations, even those seemingly outside their direct purview, such as assisting with light custodial tasks or covering administrative gaps to ensure the continuous and effective functioning of the center.

Compensation details: 18-22

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