ADMINISTRATIVE ASSISTANT (Hagerstown)

ADMINISTRATIVE ASSISTANT
Part-time, 24 hours per week.

Qualifications: High school diploma, or GED. Successful completion of secretarial/bookkeeping training and one year experience or three years secretarial/bookkeeping experience.
Supervisor: Director
Classification: Non-exempt

Position Responsibilities:

1. Answer phones and record messages.
2. Type all correspondence and reports for all components of the program.
3. Set up and maintain personnel, medical, clinical and educational files including training logs.
4. Calculate hours worked by all employees and contracted workers
5. Calculate sick and vacation time for all employees bi-weekly.
6. Record and distribute minutes from weekly staff meetings.
7. Order all supplies. i.e.: medications, office
8. Ensure that employees are enrolled and termination from benefits packages.
9. Checking and disturbing mail daily.
10. Dispense and reconcile petty cash.
11. Prepare all invoices.
12. Forwards all bills and check request daily to the fiscal manager.
13. Ensure communication with fiscal manager concerning new hire, health insurance and money transactions.
14. Perform banking and postal duties.
15. Support Office Manager
16. File documents in compliance with COMAR requirements.
17. Insure all staff have memos for upcoming compliance requirements per COMAR 30 days prior to due date
18. Coordinate the hiring process with office manager
19. Support correspondence with outside agencies
20. Review all personnel files for compliance weekly
21. Review all youth files for compliance weekly.
22. Insure Quality Improvement Plans are implemented at all times
23. Ensure CJAMS is updated weekly.
24. Ensure new youth are entered into CANS and CANS is updated every 6 months.
25. Ensure medication log is checked daily.
26. Meet with the Deputy Director weekly.
27. Other duties as assigned.
28. Working part time in direct care with residents, helping covering shifts, facilitate medical appointments and coordination of transportation 20 hours per week.

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