Job Title:  Administrative Assistant – Positive ChangesQualifications:  1 –3 years of secretarial procedure experience and/or related administrative experience.  Working knowledge of word processing computer software, Word, Excel, etc.  Ability to interpret policies and procedures.  Type 50 wpm.  Working knowledge of general office procedures. Multilingual in English and Spanish, preferred.  Scope of Position: Manages day-to-day administrative operations of The Positive Changes Program.  This program provides services to students in the Territories Alternative School system. §         Payroll - Collect, copy and forward weekly time sheets to Central office; Maintain staff vacation/leave schedule; Maintain call in log; Track overtime§         HR - Maintain onsite personnel files (current employee information, licenses, etc.); Maintain central training log and ensure copies of training verification are in individual personnel files; Maintain binder of job descriptions and requirements; Maintain HR policy manual;  Notify staff of HR policy changes and maintain log of these notifications; Function as liaison with Local Administrative HR representative and Westcare HR, if indicated§         Accounting Functions - Function as petty cash cashier including managing requests for petty cash, receipts, reconciliations and reimbursements; Manage ordering and purchasing of supplies, food, work and service orders.  Work with Coordinator to review financial statements to ensure accuracy and budget compliance.§         Data Management - Collect and enter daily census, client demographics and other data into database; Compile data and create special reports as needed§         Office Management - Ensure that business office functions run smoothly; Maintain business files and other information in an orderly manner; Answer and direct phone calls, provide general information to callers; Develop sufficient familiarity with program operations so that general program descriptions and processes can be communicated to persons requesting information; Hold an understanding of HIPAA and other confidentiality practices

§         Other duties -  Maintain meeting minutes and logs specific to various meeting; Type and file letters, memos, policies and other documents; Assume duties related to program operations in the absences of the Program Coordinator; Assist Coordinator with filing, scheduling and other administrative functions; Other duties as assigned