Job Description

Lutheran Services Florida (LSF) envisions a world where children are safe, families are strong and communities are vibrant .

LSF is looking for a talented Administrative Assistant who wants to make an impact in the lives of others.

The schedule for this role is Monday through Friday 7:30an to 5:30pm!

Purpose & Impact:

Provides support to HS/EHS Program Managers and Service Area department heads as assigned. Performs data entry duties using prescribed software. Also performs administrative duties such as typing, word processing, faxing, and other clerical duties as needed. Participates in the HS/EHS Quality Assurance efforts. 

Essential Functions:  

• Assists with the operation of programs to assure all programs meet or exceed all licensing, quality assurance, fiscal, legal and contract requirements. 
• Processes work orders and requests via computerized work control system. 
• Assists the Operations Manager (if assigned in specific HS Program) by coordinating functional area maintenance requirements through use of specialized facilities or other software, to meet licensing and other compliance requirements. Tracks completion of work orders using assigned software. 
• As assigned, provides reports of progress through fiscal and statistical data received from the assigned Director or other management officials by generating reports from proprietary software such as FMX, Child+, Microix, etc.
• Enters a variety of data into various computer systems in a timely manner, including In-Kind documentation.
• Informs the assigned Director or other management officials of any staff or vendor issues which may affect the delivery of quality services, such as non-completion of assigned tasks, billing and payment issues, and other contract issues. May serve as contact with LSF Acquisitions to follow up. 
• Assists the assigned Director or other management officials in completing administrative reports, researching prices, and keeping accurate records to maximize service delivery. 
• Coordinate with the assigned Director or other management officials with the scheduling of meetings, preparing agendas, preparing minutes of meetings and other duties as assigned. 
• Attends all required staff meetings, activities and workshops as deemed necessary by the Director or other management officials. 
• Assists with research for budget and grant preparation if requested. 
• Assists with agency outreach, education and special events. 
• Coordinate volunteers as required. 
• Assists with all programs to improve policy and procedures to maximize service delivery. 
• Maintains positive working relationships and communication between all areas and departments. 
• Maintains strict confidentiality with respect to HS/EHS children, families and staff in accordance with established policies and procedures. 
• Performs other related duties as assigned. 

Other Functions:  

Note: The duties above are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described above. 

Physical Requirements:  

Must be able to lift at least 45 lbs. Reasonable accommodation may be made for otherwise qualified persons with disabilities. 

Education:

AA/AS in Business Administration, Secretarial Science or related field. BA degree preferred; may be waived in lieu of experience and training in office management. 

Experience:  

• At least three years office operations experience required. Experience in a social services or educational administration environment preferred. Bilingual preferred: English/Spanish or English and other languages present in the local area. 

• Bilingual preferred: English/Spanish or English and other languages present in the local area. 

• Also required: Successful completion of a Level II background screening and drug screening prior to hiring. 

Physical Requirements:  

Reasonable accommodation may be made for otherwise qualified persons with disabilities. 

Knowledge, Skills and Abilities:  

• Intermediate knowledge and skills in Microsoft Office Suite, including Word, Excel, Powerpoint and Access. 
• Basic math skills needed to calculate figures and amounts such as discounts, percentages and overtime 
• Ability to write reports and business correspondence 
• Ability to handle confidential information.
• Ability to use a computer and related software.
• Ability to produce and interpret graphs, charts, spreadsheets and other mathematical reports. 
• Ability to follow established procedures.
• Ability to work effectively with others.
• Ability to safely operate a motor vehicle. 
• Ability to be available for weekend and evening meetings as well as social and community events. 
• Ability to manage numerous tasks, possess good organizational skills, communicate effectively with co-workers and the public, and work collaboratively in a team environment. 
• Ability to collect, organize and evaluate data and develop logical conclusions.
• Ability to communicate effectively both verbally and in writing. 
• Exceptional organization skills and attention to detail are required and the candidate must be able to meet designated deadlines. 

Other:  

Must demonstrate sensitivity to our service population’s cultural and socioeconomic characteristics and needs. Valid Florida drivers’ license and be insurable under LSF insurance carrier and have an acceptable Motor Vehicle Record. 

Principal Accountabilities:  

• Team player with co-workers and central service office staff.
• Cost effective program operations. 
• Adherence to agency policies and management practices.
• Effective staff management and leadership. 

Why work for LSF?

LSF offers 60 programs across the state of Florida serving a wide range of populations in need.  Mission Driven staff members become part of the LSF community while transforming the lives of those in need. Our staff additionally find growth opportunities as they explore areas of interest within the organization.

Amazing benefits package including :

• Medical, Dental and Vision
• Telehealth (24/7 online access to Doctors)
• Employee Assistance Program (EAP)
• Employer paid life insurance (1X salary)
• 13 paid holidays + 1 floating holiday
• Generous PTO policy (starting at 16 working days a year)
• Note: Head Start employees paid time off and holiday schedule may differ
• 403(b) Retirement plan with 3% discretionary employer match OR 3% student loan repayment reimbursement
• Tuition reimbursement

LSF is proud to be an equal opportunity employer.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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