Description

Job Title:Administrative Assistant

Department:Adult Services

Reports To:Executive Director

FLSA Status:Non-Exempt

General Purpose Of The Job: This is a full-time position, reporting primarily to the Executive Director of Community Living and Facilities. The AA provides essential clerical and administrative support to the Adult Services division.

Essential Duties And Responsibilities:

Administrative Support

1. Provides administrative support to the Executive Director of Community Living and Facilities.
2. Adheres to all applicable Agency, state and federal policies regarding confidentiality, human resources policies and procedures, abuse, neglect, and discipline of participants and assures that the fundamental rights of everyone are not violated.
3. Attends/participates and takes meeting minutes as requested.
4. Copies, collates, organizes, and distributes information to members of the team.
5. Maintains ICM database on client records, including client Profile, stakeholder contacts, and emergency contact information.
6. Orders supplies for ARS and breakroom.
7. Tracks monthly completion, of fire drills, safety report and water temperatures. Reports discrepancies and compliance issues as required.
8. Creates correspondence and prepare reports or documents.
9. Maintains Adult Services House List and Staff roster on SharePoint.
10. Serves as liaison between the Executive Director and his/her management staff, HR staff, House Managers, and Residential staff.
11. Acts as a backup for the front desk Receptionist as needed.
12. Assists in uploading documents into various systems as required.
13. Assists with data entry in ICM and Shared Point.
14. Performs other related duties as assigned.

Training Support

1. Manages and tracks the completion of Adult Services temporary staff CMT and driving compliance.
2. Distributes medication error reports.
3. Acts as a liaison with Dimensional Health Care Services.
4. Converts hardcopy files into an electronic format.

Program Management Support

1. Attends and takes meeting minutes for, Adult Services Teams, as requested.
2. Meets with Executive Director on a biweekly basis to discuss programmatic needs and assists as necessary to implement.
3. Acts as administrator for SharePoint.

Supervisory Responsibilities: No

Qualifications

Education and/or Experience:

• Associate or bachelor’s degree.
• Or three to six years related experience and/or training.
• Or equivalent combination of education and experience.

Certificates, Licenses, Registrations:

• Valid driver’s license. Must have an acceptable driving record as determined by criteria established by the Agency’s insurance carrier and by Agency policy.

Language Skills:

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to draft reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills:

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Other Knowledge, Skills, and Abilities:

• A working knowledge of applicable Code of Maryland Regulations as relates to

 DDA Adult Services and communication and people skills, including the

ability to interact positively, effectively, and diplomatically with program participants,

co-workers, community residents, family, advocates, DDA staff, Resource

Coordination and Agency staff.

• Ability to organize and file materials in such a way as to facilitate immediate

retrieval of information when needed.

• Proficient in Microsoft Office Suite products necessary to produce written communiqués, charts, tables, and other documents as required.
• Proficient in Paycom, ICM and SharePoint computer programs.
• Ability to take accurate minutes of meetings as requested.
• Ability to respond to crisis efficiently and effectively.

Work Environment:

• Primarily business office work environment. Moderate noise (examples: business office with computers and printers).