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Administrative Assistant (Full-time)

Early Intervention Program – Administrative Assistant (Full Time)

St. John of God Community Services is a 501(c)3 non-profit organization in Westville, Southern New Jersey with a mission to improve the lives of individuals with disabilities and to create a hospitable space where people may experience dignity and respect.

Currently, we have a need to staff a full-time Administrative Assistant for our Damien O'Shea Early Intervention program.

Summary of Position

• Under general supervision, this person provides support and coordinates administrative activities relating to child/family enrollment and service provision. They are also expected to:

• Demonstrate initiative, resourcefulness and problem-solving skills in applying a detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger Early Intervention System. 

• Organizes and prioritizes requests for service through county spreadsheets. 

• Contacts EIP providers to fill schedule openings.

• Establishes procedures and interface systems to ensure the orderly and timely flow of eligible families to providers.

• Coordinates with program staff to maintain smooth flow of information through the office. 

Qualifications for Position:

  • Associates degree in accounting/business preferred with strong computer operation and application background. 
  • Three years progressively responsible office and administrative experience, such experience demonstrating ability to independently establish administrative and office procedures; ability to identify problems and resourcefulness to resolve them independently and on own initiative.
  • Ability to type proficiently, edits material and ensures correct punctuation, spelling and grammar. Perform mathematical calculations. 
  • Proficient with Microsoft Word and Excel
  • Approved Criminal History Review from NJ Department of Education.
  • Required skills, knowledge and ability to perform job.
  • Ability to develop and maintain effective work relationships.
  • Ability to learn new tasks quickly.
  • Effective listening and oral communication skills. 

Agency Expectations of the Employee:

  • Adheres to agency and departmental policies and procedures. 
  • Maintains information in a confidential and need-to-know manner regarding persons served, families, co-workers and volunteers.
  • Acts as a role model within and outside the agency in promoting positive relationships with persons served, families, staff, volunteers and community partners.
  • Performs duties as workload necessitates. Demonstrates flexible and efficient time management and the ability to prioritize workload.
  • Treats attendance and punctuality as essential components of the job.  
  • Performs position’s duties and responsibilities within the vision, mission and values of the agency.
  • Communicates on a timely basis with supervisor about departmental issues. 

Essential Duties/Responsibilities of the Position:

  • Monitors on a daily basis, the requests for service through county spreadsheets from Gloucester, Salem and Cumberland Counties EI Collaborative for children newly entering the system.
  • Analyzes the referral form by zip code and service needs, to match with staff providers. Understands terminology and roles of service providers. 
  • Identifies needs of family. Contacts staff providers with schedule availability to coordinate placement. Works with on-call staff when supplemental resources are required.
  • Actively supports and facilitates intradepartmental administrative systems to achieve orderly, accurate and timely work flow from system to provider to administrative and billing staff. 
  • Composes letters, memos and procedures. Produces reports on own initiative; organize complex statistical and narrative reports, charts and exhibits into a complete document suitable for publication and distribution to EI staff, management and community partners. 
  • Serves as an integral member of the service team and maintains an ongoing understanding of the organization, functions, policies and procedures of the Department, and the inter-relationship with the larger EIP System, and the working of the office. 
  • Handles multiple tasks frequently with short time-lines; prioritizes and organizes work; completes assignments in a timely, accurate manner. 
  • Interacts effectively with management, providers, families, on-call staff and representatives of public agencies and businesses.
  • Monitors monthly suspension list and notifies appropriate staff and administration of suspension status.
  • Monitors compensatory service notifications and coordinates program supervisor to assign staff and compliance of compensatory services.
  • Responds appropriately to interruptions, emergencies and various safety and evacuation drills.
  • Develops professional competencies; keeps abreast of related literature, enhances technical skills and knowledge. 
  • Participates in department meetings and in-service trainings. Offers ideas for improved services and operations.
  • Observes agency and departmental policies and procedures.
  • Meets and maintains agency standards for student behavior management, child abuse and neglect, infection control, safety, emergency procedures, attendance, moral and professional conduct.
  • Performs other duties as assigned.


Americans with Disabilities and Amendments (ADAAA) Specifications:

 The demands described herein below are representative of those that must be met by an employee to successfully perform the essential functions of this job.  

 Proficiency Ratings Legend: O = Occasionally – May be called upon to perform from time-to-time.

                        R = Regularly – Commonly called upon to perform.

                       F = Frequently – Repeatedly called upon to perform; cannot

                                            perform job without this function.

  • Lifting unassisted: Up to 25 pounds, from the floor level to the at waist level. (O)
  • Lifting assisted: Up to 25 pounds, from any level. (O)
  • Standing/Walking: Remaining on one’s feet in an upright position or moving about a work area. (O)
  • Sitting: Remaining in a normal, seated position. (F)
  • Bending/Stooping: Continual, intermittent flexing of the spine; bending body downward and forward by bending spine at the waist. (O)
  • Crouching/Kneeling: Bending legs at knees; coming to rest on knee(s). (O)
  • Pushing/Pulling: Exerting force upon an object so that the object moves away from or toward the force. (O)
  • Reaching: Extending hand(s) and arm(s) in any direction. (R)
  • Climbing: Ascending or descending ladders, stairs, ramps, and the like, using feet and legs, and hands and arms. (R)
  • Repetitive finger/hand movements: Usage or other special equipment operated. (F)
  • Precise finger/hand movements: Seizing, grasping, turning or otherwise performing precision work with hand or hands. (F)
  • Close vision: Clear vision at 20 in. or less. (F)
  • Distance vision: Clear vision at 20 feet or more. (O)
  • Peripheral vision: To observe an area that can be seen up/down or to the left/right, while the eyes are fixed on a  given point. (R)
  • Depth perception: The ability to judge distances and spatial relationships. (O)
  • Focus adjustment/ability: To adjust eyes to bring an object into sharp focus. (F) 
  • Distinguish foreground/background sounds. (O)
  • Hear/process for conversational speech. (R)
  • Effective articulation. (R)
  • Read and write at a college level. (F)
  • Touch: The ability to distinguish tactually. (O)

If interested, please apply on our Job Portal:

Walking in the footsteps of our founder, Saint John of God, we provide compassionate hospitality to all.

St. John of God Community Services is an equal opportunity employer and is committed to recruit, employ, and promote personnel without regard to race, ethnicity, religion, gender, sexual orientation, age, economic status, or mental or physical challenges in compliance with all federal and state legislation and regulations pertaining to non-discrimination.

The employees of St. John of God Community Services are expected to teach or work alongside other employees and are expected to supervise or be supervised by other employees without regard to race, ethnicity, religion, gender, sexual orientation, age, economic status, and mental or physical challenges.

Additional Info

Job Type : Full-Time

Education Level : Associate Degree

Experience Level : Entry Level

Job Function : Customer Service, General

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