Administrative Assistant, Hotline

Position Summary:

Responsible for the administration and coordination of the day-to-day functions of the Childhelp National Child Abuse Hotline, as well as direct administrative support to the Hotline Leadership Team.

This position does not have direct reports.

This is a grant funded position.

Essential Functions:

Provides administrative support for program leadership through a variety of activities including facilitation of meetings, training, and coordinating special projects by carrying out the following duties.

% of Time

Essential/

Non-essential

Standard Administrative Work

• Attends and takes minutes for meetings and trainings such as individual 1:1, all-staff meetings, and supervisory team meetings, as necessary
• Prepares routine and individualized correspondence, including letters and email to internal and external audiences
• Process contracts and other documents, using Adobe to merge, request signatures, and archive following organizational processes
• Provides support for administrative activities/events, such as monthly help seeker stories and payroll support
• Prepares and processes external notifications to outside agencies
• Creates and maintains electronic files with all paperwork and written reports
• Assists in writing, designing and implementing templates, forms, processes and tools to be used within the program
• Prepares programmatic manuals, policies and procedures for review by program leadership

45%

E, 1, 2, 4, 5

Data Coordination

• Perform data entry and administrator approvals as needed for resource database
• Collects data and disseminates to appropriate parties as scheduled or needed.
• Supports the development of various reports, including monitoring of open cases daily.
• Conducts research as needed through internet searches for various projects

50%

E 1, 2, 3, 4, 5

Other
• Performs other related duties, as assigned by the Program Director

5%

NE

Requirements

Education/Experience/Knowledge/Understanding

• High school diploma or general education degree (GED)
• Minimum two (2) years of previous related experience
• Clear fingerprint background screening through the Department of Justice, FBI and Child Abuse Index

Skills

• Strong verbal, written, and listening communication skills to include communicating clearly, effectively, tactfully, and patiently to a diverse population.
• Strong interpersonal skills and demeanor with the ability to build rapport and garner trust with others.
• Presents strong professional decorum
• Advanced word processing, spreadsheet, and graphics software skills, e.g., in the use of MS Office Applications such as Outlook, Word, Excel and Power Point. Advanced skills in Adobe Acrobat.
• Proficient in the use of a PC; in a Windows environment; and in the use of the Internet

Abilities

• Ability to work independently and collaboratively as part of a team.
• Ability to maintain confidentiality
• Ability to understand and solve problems by applying basic analytical skills to include undertaking a process of information and data collection and analysis for integration purposes; Identifying and making sets of information and determining their relationships; codifying this data to detect trends and issues in the data and information in a logical and factual manner; making logical deductions from data; and identifying a solution for resolving the problem.
• Willingness and ability to embody Childhelp's core values of Acting with Honor and Character, Being Open and Receptive, Caring About and Relating to Others; Nurturing Diverse Relationships; Performance Excellence; and Inspirational Leading & Managing

Physical Demands

• Ability to frequently walk, bend, see, hear, speak, physically flexible, drive, stand; occasionally sit, push/pull stoop, lift up to 25 lbs., carry up to 25 lbs., run, kneel, squat, reach overhead; seldom climb.
• The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).