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 clients and provide general information and accessibility to new applications and other requested documentation as needed.
- Operate the central telephone system
- Answer calls and direct to the appropriate person
- Manage the voicemail system during the day and set up the after-hours system
- Greet and direct guests in the office
- Answer callers basic questions
- Assist callers with the use of the online BDDS Waiting List portal

2. Office equipment :

- Operate all office equipment (copier, printer, fax, computer, postage machine, etc.)
- Daily maintenance of machines (refill paper, change toner, etc.)
- Troubleshoot minor problems or arrange for repairs when needed
- Maintain the official office equipment inventory

3. Appeals coordination

-gather documents for BDS appeal hearings
-Navigate BDS databases to locate needed documents
-Respond to requests for documentation in a timely manner.

4. Mail :

- Mail application packets to consumers/families within one business day of receiving client information.
- Open, date stamp, and distribute incoming mail
- Process postage and deliver outgoing mail to the mailbox
-Handle special delivery requirements such as certified, overnight etc.

5. Administrative activities :

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

6. Files :

- Complete filing on a regular basis
- Purge files as needed
- Archive files according to the established process

Skill - Required / Desired - Amount of Experience
Prior experience in a customer service/front desk position. - Required - 1 Years
Prior experience with multi-line switchboard operation. - Required - 1 Years
Basic computer skills with knowledge of Microsoft Word and Excel with accurate data entry skills. - Required - 1 Years
Effective communication skills, both written and oral. - Required
Flexibility in working with different personalities and handling a broad range of responsibilities - Required
Ability to function well under pressure - Required
Good interpersonal skills, in person and on the phone - Required
Strong organization skills - Required
Reliable with professional appearance. - Required

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status