Customer Service Representative - Bipolar Central



Administrative Professional

– Job Description –

The Administrative Professional would be responsible for overseeing a variety of HR-, administrative-, and customer service–related tasks for our organization. He or she would help to implement, oversee, and update (as needed) our new hiring process. Because this is a very people-oriented position, he or she must be friendly and professional, even when dealing with difficult people. Likewise, this individual must be very organized and able to keep accurate records. This person will work closely with the CEO and be a sort of “right-hand man/woman.” Since this is a new position and our organization is constantly growing, the type and scope of tasks will likely evolve over time.

1 Special Note on HR Position

The Administrative Professional will NOT need to be familiar with HR/compliance laws prior to hiring. Although such knowledge would be a plus, it is not essential since the bulk of this position will be more administrative (electronic filing, etc.) in nature.

2 Principle Tasks

Among other things, the Administrative Professional will be responsible for:

• Interviews: Coordinating with our organization’s interview staff to ensure that interviews are being conducted correctly and on time.

• Record-keeping: Keeping accurate records with regards to completed interviews, extended job offers, etc.

• Filing: Electronically filing completed job applications and accompanying forms (W-2, I-9, etc.) in our system.

• Training: Ensuring that all new hires complete appropriate training upon being hired.

• Benchmarking: Staying up-to-date on HR-related topics and making suggestions on how to incorporate best practices into our operating procedures.

3 Education and Training Requirements

• Required: A high school diploma

• Preferred:

o Paralegal experience

o HR experience

o Writing experience

• Beneficial: Associates or bachelor’s degree

4 Job Requirements

The Administrative Professional must:

• Possess superb organizational skills.

• Work accurately and with an eye for detail.

• Be good at coordinating schedules.

• Be easily accessible throughout the day and on weekends for emergencies.

• Commit to informing our organization ahead of time in the event that he/she will be unavailable for a short period of time due to vacation, etc.

• Be committed and able to meet deadlines on time.

• Have strong follow-up and follow-through proficiencies.

• Exhibit excellent problem-solving skills.

• Have the ability to handle difficult situations professionally.

• Be able to keep good, accurate records.

• Demonstrate great listening and excellent note-taking skills.

• Be able to communicate clearly, both in writing and in speech.

• Posses good typing, spelling, and writing skills for communicating through email.

• Have quick learning capabilities.

• Be flexible, available, willing, and able to perform all other duties as required by the company director.

5 Technical Requirements

The Administrative Professional must:

• Possess computer knowledge at the basic to intermediate level.

• Own a personal computer.

• Have a phone plan with unlimited long distance.

• Have high-speed Internet connection at home.

• Have email.

• Know how to download and open email attachments.

• Have experience with relevant systems, including:

o Microsoft Outlook

o Microsoft Excel

o Microsoft Word

o Internet Explorer and Firefox browsers

• Have the ability to quickly learn and implement new software programs

6 Personal Characteristics

As the Administrative Professional for our organization, you should:

• Have an upbeat, positive attitude.

• Be able to stay calm and level-headed in the midst of crises, problems, and pressure.

• Feel comfortable talking to people.

• Feel comfortable serving as a go-between person.

• Be able to work with emotionally and mentally challenged people.

• Be familiar with people who have bipolar disorder or are supporters of it.

• Be a patient, professional, and polite “people person.”

• Have a thick skin and be able to handle complaints.

• Enjoy talking on the phone.

• Have initiative and be proactive.

• Possess moderate to strong assertiveness.

• Have a friendly, likable, approachable personality.

• Have a professional, well-spoken, pleasant phone persona.

• Have the ability to take ownership of issues and “do what it takes” to complete projects on time.

• Exhibit solutions-oriented thinking.

• Have a pleasant, friendly style.

• Have the ability to multi-task.

• Be willing to build a long-term relationship with our company (not a “job-hopper”).

• Have good interpersonal skills.

• Be able to work with minimal supervision.

• Display self-confidence, high energy, self-motivation, and quick thinking.

• Have good initiative and be willing and able to learn more things on your own (for example, buy books, take courses, attend seminars, etc.) in order to:

o better yourself;

o increase your knowledge about your job;

o enhance your job performance; and

o expand your capabilities.

• Have the desire to achieve, excel, and continuously improve.

7 Training

The Administrative Professional will receive approximately 100 hours of training related to:

• Background information on our organization.

• Company policies and regulations.

• The use of computer systems.

• General HR-related topics.

• HR-related topics specific to our organization.

He/she will also be supplied with a wealth of computer programs and books for further enrichment.

1 Forms, Reviews, and Tests

As part of the hiring process, the Administrative Professional must:

• Sign a W-9 form, non-disclosure agreement, and non-compete agreement.

• Submit to a background check and drug test.

• Submit to one-week, two-week, and thirty-day evaluations, and to periodic evaluations after that.

2 A Note on Schedule and Honesty

The Administrative Professional needs to be able to work independently within specified time constraints. Although you will be working on an hourly basis and will be reporting your hours as such on a time sheet, there is still an element of trust at work. If, at any time, there is a suspicion that this element of trust has been breached, and/or you have “padded” your hours on your time sheet, this will be cause for your immediate dismissal.

Because we are a home-based company and we do not have the advantage of being in a building where we all meet each other at an office each day to perform our job duties, job performance and reporting of duties is inherently based on honestly. Therefore, honesty is a very basic and necessary part of our character.

3 Compensation

Compensation is to be determined. There is a spot in the application for you to indicate your desired hourly wage. Please complete this section.

4 How to Apply

Follow the link below to be directed to our job application.

In the “Why You Should Be Hired” section (Part 11), please answer the following question:

• Tell about a time in your professional life when you had to deal with a crisis. How did you handle it? Were you still able to reach your goals amidst the crisis?

APPLY NOW for Administrative Professional

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