Job Purpose Provides assistance to the Department Supervisor. Duties include professional representation answering telephone, greeting visitors, interacting with clients, and sending and responding to emails, filing, report writing, acting as liaison with outside agencies. Internet research abilities and strong communication skills are required. The administrative assistant monitors supplies and reorders through the administrative office. Assists other staff with typing and projects when needed, and as requested by Supervisors.
Areas of Responsibility - Interact with parents and clients regarding client contracts
- Provide administrative support to the department supervisors
- Answer and direct phone calls
- Organize and schedule meeting and appointments for clients and case managers
- Assist in preparation of regularly scheduled reports
- Produce and distribute correspondence
- Develop and maintain filing systems
- Assist in coordinating and tracking all metrics to assess impact of program and department.
- Monitor and maintain all orientee files
- Create new forms and databases
- Assist with mailings
- Monitor all supplies and orders same
- Reports to Administrative Manager
- Assist Executive Administrative Business Office as needed
- Adhere to all state and federal privacy regulations regarding entitlements
Essential Functions - Provide administrative support to the Residential/CBS supervisor
- Utilization of Electronic Health Records system
- Maintain all databases that provide accurate mailing information of JESPY staff, clients, family, and supporters.
- Ensure all mail is sent out in a timely manner
- Ensure that staff personnel files are updated and organized
- Utilize discretion and good judgment in recognizing when a situation requires the intervention of supervisory staff
- Monitor and reorder all office supplies for department. Upon receipt of supplies unpacks boxes and stores supplies in appropriate storage areas.
- Cooperate with the licensee or DDD staff in any inspection or investigation
- Must check email and voicemail on a daily basis
- File clients Social Security Disability (SSD) and Supplemental Security Income (SSI) applications and appeals accurately and timely.
- Implement agency wide administrative assistant policies and guided by the Administrative Business Office.
- Provide assistance to Executive Administrative Business Office as needed.
- Proficient utilization of Microsoft Word and Excel
Competencies - Technical Capacity
- Personal Effectiveness/Credibility
- Thoroughness
- Accuracy
- Collaboration Skills
- Communication Proficiency
- Flexibility
- Confidentiality
- Time Management
Commitment to Core Value - Adhere strictly to HIPAA requirements and all agency confidentiality guidelines.
- Establish positive, balanced relationships with clients, as demonstrated by:
- treatment of individuals with respect and dignity and in an age and culturally appropriate manner;
- a commitment towards the individual's rights and responsibilities; and
- establishment of clear boundaries that allow for productive interactions.
Reporting N/A
Other Responsibilities - Other responsibilities that may arise within the job scope
- Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Educational Requirements Must hold a high school diploma
Some college preferred
Work Experience Requirement Must present a minimum of three years' experience as an administrative assistant
Nonprofit experience a plus
DDD and DVR knowledge helpful
Skills/Abilities - Must be highly proficient in Microsoft Word, Excel, Access, and Powerpoint.
- Clerical and organizational skills, ability to make decisions
- Professional demeanor and appearance.
Position Type/Expected Hours of Work - Hourly
- Must be available Monday - Friday, 8am - 5pm
- Must be available weekends and evenings as needed for special events.
Special Working Conditions/Physical/Requirements - Working Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
- Must be available for coverage on some weekends and after 5pm as needed for special events.
- Must hold a high school diploma.
- Valid New Jersey driver's license is required.
- Successful clearance of NJ background check.
- Successful clearance of Drug Screening
- Has fulfilled the necessary training requirements and is in good standing in order to bill Medicaid for Support and Community Care Waiver (CCW) Services and CDS
Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee may occasionally lift up to 10 pounds.
Direct Reports N/A
Salary Salary commensurate with experience
Notes/Comments This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.