Job Title: Administrative Assistant
Reports To: Administrator
Directly Supervises: N/A
Indirectly Supervises: N/A
FLSA Status: Non-Exempt
Summary:
Under general supervision, serves as support person for Administrator and Program Manager. Performs routine but responsible administrative work.
Responsibilities and Duties:
Greets and screens incoming visitors in a professional manner and promptly notifies appropriate person of their arrival.
Answers phones and takes messages when appropriate.
Composes letters, memos and other written communications as requested.
Processes intake/admission forms and maintains client documents for Community Care Licensing ("Blue Charts").
Oversees discharge checklist for discharging clients.
Maintains accurate daily Register of Facility Clients.
Maintains Community Matters binder.
Point person for outside agencies and community members.
Updates and maintains contact lists for conservators and case managers.
Assists with client personal needs coordination, money pass and reconciling personal needs budgets.
Processes and sorts incoming mail and packages.
Manages the use of the facility gas cards.
Oversees the management and calendaring of facility vehicle use.
Trains new employees on use of the time clock.
Distributes employee checks and maintains signature log of all checks distributed to employees.
Assists with client emergency crisis coordination when needed.
May assist in the planning and preparation of employee and corporate events.
Performs other administrative duties as assigned.
Knowledge, Skills and Abilities:
Computer literacy, including the ability to use Word, Excel and Outlook.
Plan work and carry through to completion with minimum supervision.
Able to write articulately.
Able to read and interpret documents such as procedural manuals.
Demonstrates patience and empathy.
Remains calm during stressful situations.
Maintains friendly and outgoing demeanor.
Education/Experience:
High school diploma or GED required; an Associate's degree is preferred.
2 years' experience as an Administrative Assistant is required.
Experience working in a mental health facility desirable.
Special Requirements:
Must be 18 years of age or older. Must be able to receive criminal record clearance as required by Title XXII, licensing regulations. This includes FBI and DOJ clearance. A health screening, by or under the direction of a physician must have been performed not more than six months prior to employment or within seven (7) days after employment. Health screening must include TB clearance not more than six months prior to employment or within seven (7) days after employment. Must have a valid driver's license and an acceptable driving record. Must be able to administer first aid and CPR with proper training.
Work Environment:
Regularly required to sit and reach with hands and arms.
Frequently required to stand, walk, use hands, talk and hear.
Occasionally required to climb, balance, stoop, kneel or crouch.
Occasionally required to lift and/or move up to 30 pounds.
Monday - Friday AM (8:00pm - 5:00pm)
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