Administrative Assistant

Job Summary

The Administrative Assistant is responsible for performing select administrative functions of the office and to provide administrative support to local office staff as needed.

Duties & Responsibilities:

Answer all incoming calls and direct or take messages as necessary
Maintain office filing system (personnel files, memo, letters, etc.)
Sending documentation to the Home Office
Maintain and balance office petty cash allotment, and make bank deposits as needed
Assist Program Director in processing new employee files and ensuring all is sent to Home Office
Assist with the in-processing of new employees and if necessary perform OSHA training
Maintain a training schedule and set up trainings for staff as needed
Schedule interviews and assist applicants with hire packets
Maintain office supplies and order as needed
Distribute monthly monies to consumers as applicable
Run background checks on new applicants
Provide administrative support to Medical Records Specialists and Program Director
Assist in maintaining employee training files
Complete Health Care Registry checks on new employees
Prepare forms and documents for consumers, administrative staff and office as needed
Participate as a team member, within the local and corporate office
Express ideas clearly and be able to plan and execute work effectively
Establish and maintain effective working relationships with colleagues, employees, clients and guardians

Qualifications:

Education

High School Diploma or GED

Preferred Experience:

Minimum 1 year of experience in a similar office environment, or 3 years experience in any office environment Familiar with Microsoft Office programs

Familiar with Microsoft Office programs

Training

Must complete agency required training

Additional Requirements

Valid Driver’s License, reliable automobile with proof of current liability insurance, current TB test, and a clean State Bureau of Investigations report

Performance Expectations

The Administrative Assistant will serve as a role model to support staff, by consistently conducting him/herself in a professional and ethical manner in all situations, including but not limited to promptness of completing assignments, verbal/non-verbal communications, maintaining professional boundaries, representing the Agency with a professional image, complying with Federal Anti-Kickback Laws, and not engaging in or coercing others to engage in any fraudulent behavior (see Federal Anti-Kickback Laws and Medicaid Fraud Defined)
Submission of personal timesheets to supervisor by 10:00am each Monday
Have a working knowledge of rules, service definitions, and statutes governing the provision of the services provided including HIPPA.
Serve as a team player to the general office staff and the Agency as a whole
Provide services according to the philosophy, standards, values and ethics set forth by the Agency
Follow all Agency Policies and Procedures
Participate in all required team meetings, committees, and audits as required

Accuracy Required In Work And Consequence Of Error: This position has a fiduciary responsibility to the Agency in which errors could result in significant funding infractions for the agency.

Supervision and Training Provided To Employee: The local office will provide initial training. On-going training and supervision is provided on an on-going basis by the supervisor.

Physical Effort: A variety of physical activities are necessary for this position and depending upon the needs of the consumers of the agency. From time to time travel will be required, which may include out-of-town travel. There will also be interaction with consumers served at each local office.

Work Environment and Conditions: The Administrative Assistant works primarily in environmentally controlled offices where conditions are pleasant.

Direct Supervisor for this position: Immediate supervisor is the CEO

Salary Range: To be negotiated.

Job Summary

Duties & Responsibilities:

Qualifications:

Performance Expectations

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