Administrative Assistant

Job Description

Job Description

POSITION TITLE: Programming Administrative Assistant

DIVISION: Administration

SUPERVISOR: VP of Executive Affairs/Regional Vice President

CLASSIFICATION: Non-Exempt

PURPOSE:

The purpose of this position is to provide administrative support to the agency Administration Department as well as to other departments within the agency. Perform clerical and office responsibilities. Assume responsibility for the order and completeness of the personnel files. Along with working closely processing client files.

KEY AREAS OF RESPONSIBILITY:

1.       Manage files for all clients within the surrounding counties.

2.       Creating reports for all program managers and other supervisors (as needed.)

3.       Complete Client File Audits.

4.       Let management (all dept.) know of missing paperwork w/Corrective Action Report.

5.       Mail documents for Guardian Signatures (as needed).

6.       Enter & update client information into Provide for all departments (as needed).

7.       Print Client Face Sheet copies (at client's annual or with changes).

8.       Scan and upload documents into agency digital file maintenance system for all departments.

9.       Upload Quarterly Summaries & other identified docs to BDDS Portal.

10.   Send out and/or pick up Mail (backup for front desk).

11.   Print off NOAs and ISPs as received and/or requested.

12.   Prepare meeting packets (as requested).

13.   Back-up for Front Desk Administrative Assistant.

14.   Other tasks as requested by the supervisor.

ESSENTIAL JOB SKILLS :

1.       Excellent and professional communication skills, both oral and written.

2.       Ability to perform budgeting calculation and comparisons.

3.       Must possess critical thinking skills.

4.       Complete other duties and responsibilities as assigned.

5.       Comply with ethical standards of DSI, FSSA, and other governing bodies.

6.       Ability to work flexible, non-standard hours, including occasional evenings and weekends.

7.       Must possess excellent telephone skills.

8.       Ability to effectively operate equipment such as a scanner and copier and have a working knowledge of computers and related software (i.e. Microsoft Office)

REQUIREMENTS:

1.       Minimum education high school diploma

2.       One to two years of related experience and/or training, preferred.

3.       Must have excellent oral and written communication skills and maintain confidentiality with sensitive information.

4.       Ability to maintain a valid Indiana driver’s license, insurance on personal vehicle (minimum of PLPD with Medical liability coverage), and maintain insurability as defined by the agency liability insurance carrier preferred. Driving and insurability may be required depending on program needs.

The above statements reflect general functions of this job and shall not be construed as a detailed description of all work requirements inherent to the job.  The immediate supervisor may elaborate on the above list if the duties come within the employee's realm of responsibility.