Clerical Assistant

Provides assistance and support to the BDDS' District field office personnel and to individuals interacting with the Bureau (consumers, families, providers of services and other community agencies.) The Clerical Assistant is often the first person in the office with whom an individual visiting or calling has contact. The position also ensures that the office is running smoothly and efficiently by completing such duties as: maintaining supply inventory, answering telephones and greeting guests, scheduling assessments, maintaining records of consumer assessments, filing, faxing, and ensuring the timely submission of attendance forms and mileage vouchers. 1. Telephone and reception:

• Provide assistance to walk-in clientsand provide general information and accessibility to new applications and otherrequested documentation as needed.
• Operate the central telephone system
• Answer calls and direct to theappropriate person
• Manage the voicemail system during theday and set up the after-hours system
• Greet and direct guests in the office
• Answer callers basic questions
• Assist callers with the use of theonline BDDS Waiting List portal

2. Office equipment:

• Operate all office equipment (copier, printer,fax, computer, postage machine, etc.)
• Daily maintenance of machines (refillpaper, change toner, etc.)
• Troubleshoot minor problems or arrangefor repairs when needed
• Maintain the official office equipmentinventory

3. Appeals cooridination

• gather documents for BDS appeal hearings
• Navigate BDS databases to locate neededdocuments
• Respond to requests for documentation ina timely manner.

4. Mail:

• Mail application packets toconsumers/families within one business day of receiving client information.
• Open, date stamp, and distributeincoming mail
• Process postage and deliver outgoingmail to the mailbox
• Handle special delivery requirements such as certified, overnight etc

5. Administrative activities:

• Assist with general office tasksincluding ensuring new staff are able to access electronic calendars, scanners,copiers, and faxes as well as assisting with setting up voicemail andmailboxes.
• Perform administrative tasks asotherwise assigned on an as needed basis
• Process all new incoming applications,document on the application tracking log, and ensure proper filing and uploadingof all incoming documentation within one day of receiving application.
• Document all intakes on the intaketracking log, process and upload files accordingly into the online database,and file records per record retention policies. Secretary will also enter newapplications into DART per each individual's file.

6. Files:

• Complete filing on a regular basis
• Purge files as needed
• Archive files according to theestablished process

Required/Desired Skills SkillRequired /DesiredAmountof ExperiencePrior experience in a customer service/front desk position.Required1YearsPrior experience with multi-line switchboard operation.Required1YearsBasic computer skills with knowledge of Microsoft Word and Excel with accurate data entry skills.Required1YearsEffective communication skills, both written and oral.Required0Flexibility in working with different personalities and handling a broad range of responsibilitiesRequired0Ability to function well under pressureRequired0Good interpersonal skills, in person and on the phoneRequired0Strong organization skillsRequired0Reliable with professional appearance.Required0 Questions No.QuestionQuestion1Absences greater than two weeks MUST be approved by CAI management in advance, and contact information must be provided to CAI so that the resource can be reached during his or her absence. The Client has the right to dismiss the resource if he or she does not return to work by the agreed upon date. Do you agree to this requirement?Question2Please provide the candidate's email address.Question3Selected candidate must be currently located in Indiana and will be required to work in one of the district offices (Gary, South Bend, Ft. Wayne, Indianapolis, Evansville, or Clarksville). Which district office is within 20-30 miles of the candidates current home address? candidate must be currently located in Indiana and will be required to work in one of the district offices (Gary, South Bend, Ft. Wayne, Indianapolis, Evansville, or Clarksville). Which district office is within 20-30 miles of the candidates current home address? Question5If selected for engagement, your candidate's hourly Pay Rate must be BETWEEN bill rate amt and bill rate amt. The Provider Markup for this position is 24%. Do you agree to these requirements?Question6Initial duration of the position is 3 months with the possbility of an extension past that date. Please confirm that the resource understands the duration of the engagement.Question7Candidate will be required to undergo and pass FSSA fingerprinting. Does candidate accept this requirement? United Software Group