Job Description
Job Description
The Administrative Assistant provides administrative and clerical support by implementing clerical and administrative systems to support team members in maintaining productivity. Additionally, the Administrative Assistant maintains service, billing, utilization and program administrative protocols and serves as first point of contact for visitors, answers and directs calls to the appropriate party and provides other administrative support as needed.
Job Duties and Responsibilities:
- Welcome visitors and direct them to proper staff person.
- Answer telephones and direct calls to proper party. Assist with and check phone messages. Maintain phone listings.
- Direct questions to correct staff.
- Assist with setting up rooms for staff trainings.
- Maintain the fax and postage machine. Distribute faxes and mail to mailboxes. Ensure appropriate postage on outgoing mail. Maintain and update mailboxes, as needed. Send regular and express mail packages.
- Order and maintain supplies such as envelopes, mailing materials, and stationary.
- Schedule use of conference room(s).
- Prepare forms for submission to Vinfen, i.e. Accounts Payable vouchers, cab vouchers, Charges for Services and Supports notifications, purchasing requests, PS money logs, etc.
- Log all checks.
- Audit money logs monthly. Update contingency loan payment information daily.
- Process service delivery documentation by ACCS staff. Complete monthly billing through EIM for ACCS PS as directed by Team Leader.
- Collect team appointments/schedules; prepare standard reports such as Staff Productivity Report, as directed by Team Leader.
- Attend Staff Meetings, take minutes.
- Create enrollment/rollover packets for PS and register new PS into clinical record keeping systems as needed. Log Events and Performance Measure information as directed by Team Leader.
- Promote engagement, housing permanency, community tenure, achievement of greater self-sufficiency and successful completion of service for all PS.
- Promote healthcare, employment and education services access for PS.
- Perform other administrative support tasks such as typing correspondence, preparing spreadsheets, recording meeting minutes, and preparing record pick up from Iron Mountain.
- May perform Rep-Payee duties as assigned by Team Leader.
- Perform other related duties, as assigned.
Typical Requirements:
- A high school diploma or equivalent is required.
- One to three years experience in an administrative support function is strongly preferred.
- Bilingual/bicultural applicants and applicants with lived experience of psychiatric conditions are encouraged to apply