Administrative Assistant

Sevierville (Front)

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TITLE: Administrative Assistant

HOURS PER WEEK: Part-time hours: Monday – Thursday 9:00 AM– 2:00 PM not to exceed 25 hours per week. (Fills in at Maryville office when necessary)

EMPLOYMENT STATUS: Non-Exempt  

‍BENEFITS: Outlined in Employee Manual

REPORTS TO: Client Services Director 

‍EVALUATION: 90 days and annually in November or December

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POSITION SUMMARY: The administrative assistant provides advanced secretarial/clerical and routine administrative support for a director and/or department and may occasionally perform non-routine administrative tasks to support ministry operations. You are the first impression to provide hope and light in difficult situation.

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SKILLS & QUALIFICATIONS

• A commitment to Jesus Christ as Lord and Savior
• Full agreement with Pregnancy Resource Center’s Mission and Statement of Faith,
• Statement of Principle, and policies and procedures of the clinic
• 3 years of equivalent experience in an administrative assistant position
• Dependable, stable, and capable of following through on commitments
• Willingness to speak to the general public to help advance the mission of the organization
• Willingness, ability, and confidence to follow policies and procedures
• Excellent computer skills and competence in Microsoft
• Incredible and compassionate phone etiquette
• Managing computer databases and programs and skilled in problem-solving
• Self-Motivated, able to prioritize work, and can work independently and collaboratively
  within a team
• Able to handle interruptions throughout the day
• Excellent verbal and written communication skills
• People skills include social graces, communication, language, and friendliness
• Excellent organizational skills
• Detail-oriented and proactive
• Takes pride in work
• Willingness to help with special events that advance the mission of the organization

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RESPONSIBILITES 

FRONT OFFICE ADMINISTRATION 

Data Input 

• Maintain and update records/data in client system in conjunction with another  Administrative Assistant 
• Ensures effective, accurate and confidential client recordkeeping and schedules  appointments 
• Documents client show/no show accordingly, how contacted, etc. 

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Communication 

• Phones: Answers phones, retrieves voice mail messages, transfers calls and provides  information, screens calls and other communication 
  • Initiates calls to vendors, affiliates, donors, and other constituencies to provide  general information, build relationships, or resolve problems as needed.
  • The other Administrative Assistant is your back-up for the phone as needed.
• Greets Visitors: First impressions are powerful. From the moment we meet people, we  start forming judgements about them and these initial impressions influence our  response to any new information we learn about them. This will apply to patients and  donors that walk in our doors.
• Patient Appointments/Walk-ins: Provide patients with appropriate paperwork and
  informs back administrative assistant of appointment and walk-in arrivals
  • Ensure each client receives and completes an exit survey to be filed appropriately
    in the client file if you are checking out patient.

Financial: Administers gift cards according to policy and maintains checks and balances in
coordination with other front office staff.

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Mail/Faxes: Places mail in interoffice envelope and informs Maryville office lead admin we have
pick up.

• Distributes facsimiles to the appropriate person as needed.
• Assist in mailings when appropriate.

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Other:

• Processes labels, merge documents, tables, correspondence, manuals, charts,
  newsletters, and other documents as needed
• Photocopies materials as appropriate
• Works cooperatively (with a servant heart) with other staff, including staff from other
  departments, contributing to word and action to an office work environment/
  atmosphere
• Assists with organizing special initiatives, programs, events, including communicating
  (following up) with vendors, affiliates, donors, staff, and/or other constituencies to
  meet/accomplish established objectives as needed
• Performs special projects as assigned by the supervisor

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The above describes the general nature of the job and is not an exhaustive list of all duties, responsibilities, knowledge, skills, abilities and working conditions. If I am hired, my employment will be “at will” and without fixed term and may be terminated at any time. I will familiarize myself with and abide by the center policies and procedures. I will communicate the organization’s Christian pro-life mission, vision, core beliefs, and values as appropriate.

See offerings on vacation and other benefits: benefit sheet

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We  encourage you to apply if you have a heart to serve in a Christ-centered ministry and have a heart for supporting others.

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Pre-Employment Statement

By submitting this application, I understand and agree that:  

1. The information given herein is true and complete to the best of my knowledge. Any false statement, omission, or misrepresentation on this application is sufficient cause for refusal to hire, or dismissal if I have been employed, no matter when discovered by the Company.

2. I authorize investigation of all statements contained in this application for employment as may be necessary in arriving at an employment decision (including employment reference checking and background/credit check). I release my prospective employer and any person or entity providing such reference information from any and all liability relating to the provision of such information relating to any employment decisions based upon such information.  

3. This application for employment shall be considered active for a period of time not to exceed 180 days. If I wish to be considered for employment beyond this time period, I understand that I need to inquire as to whether or not applications are being accepted at that time.

4. Neither this document nor any offer of employment from the employer constitutes an employment contract unless a specific document to that effect is executed by the employer and me in writing. If I am hired, my employment will be “at will” and without fixed term and may be terminated at any time.

5. I am required to abide by all rules and regulations of the employer. I understand, also, that I must be willing to demonstrate commitment to the Pregnancy Resource Center’s mission, vision, statement of faith, commitment of care & competence, and statement of principle in the execution of position responsibilities.

6. Completing this form does not indicate there is an available position and does not obligate the Company to hire me.

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