Part Time Administrative Position

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:

• Answer phones and record messages.
• Type all correspondence and reports for all components of the program.
• Set up and maintain personnel, medical, clinical and educational files including training logs.
• Calculate hours worked by all employees and contracted workers
• Calculate sick and vacation time for all employees bi-weekly.
• Record and distribute minutes from weekly staff meetings.
• Order all supplies. i.e.: medications, office
• Ensure that employees are enrolled and termination from benefits packages.
• Checking and disturbing mail daily.
• Dispense and reconcile petty cash.
• Prepare all invoices.
• Forwards all bills and check request daily to the fiscal manager.
• Ensure communication with fiscal manager concerning new hire, health insurance and money transactions.
• Perform banking and postal duties.
• Support Office Manager
• File documents in compliance with COMAR requirements.
• Insure all staff have memos for upcoming compliance requirements per COMAR 30 days prior to due date
• Coordinate the hiring process with office manager
• Support correspondence with outside agencies
• Review all personnel files for compliance weekly
• Review all youth files for compliance weekly.
• Insure Quality Improvement Plans are implemented at all times
• Ensure CJAMS is updated weekly.
• Ensure new youth are entered into CANS and CANS is updated every 6 months.
• Ensure medication log is checked daily.
• Meet with the Deputy Director weekly.
• Other duties as assigned.
• 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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