Essential Job Functions:

• Receives telephone calls and answers questions; coordinates communication between the team and persons served; schedules appointments; gives information to callers and works with callers to relieve urgent situations or temporarily manage them until other staff are available; decides when and how to quickly refer calls to other staff.
• As required by program, prepares the monthly staff work schedule and recommends and revises policies and procedures pertaining to the schedules.
• Orders and maintains program supplies and equipment, and schedules maintenance on program vehicles.
• Processes a variety of correspondence, requests, and reports; reviews and researches subject matter and prepares replies; processes a variety of department reporting, purchasing, and legal documents.
• Sets up and maintains complex department filing and records system; maintains client, facility, personnel, and other files in accordance with program policies, procedures, and requirements; assists with quality assurance requirements for files.
• Acquires client authorizations and requests records as required by the assigned program.
• Manages and documents all cash transactions with receipts signed by recipient upon receiving cash.
• Completes all data input and coordinates the computer and management information systems for the assigned program(s).
• Manages calendars for assigned staff.
• Registers assigned team members for special events, conferences, webinars, etc., makes travel arrangements, and submits forms for mileage.
• Interacts with all levels of staff, including Board members.
• Assists with coordinating special events.
• Reconciles credit card transactions.
• Schedules, attends and records minutes for assigned meetings.
• Demonstrates familiarity with State and Federal guidelines, contract requirements and any ACHA and DCF Standards.
• Collects, organizes, documents, and files occurrence reports in the agency's Electronic Medical Record.
• Monitors receipt of program safety report and follows-up as needed.
• Performs miscellaneous job-related duties as assigned.

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Education and/or Experience: Possession of a high school diploma. Two years of experience in an administrative assistant capacity, accounts receivable, and/or data entry preferred. Completed college or related vocational training may be considered on a year-for-year basis for the required experience.

Knowledge/Skills/and Abilities: 

• Knowledge of accounting/bookkeeping/insurance requirements.
• Ability to enter data quickly and accurately.
• Ability to make mathematical calculations.
• Ability to maintain, verify, and reconcile records and accounts.
• Ability to recognize and correct errors.
• Ability to use various computer programs, including Microsoft Word and Excel.
• Ability to prepare clear and concise reports.
• Ability to communicate effectively and maintain effective working relationships with co-workers.

Necessary Special Requirements: Possession of a valid Florida driver's license, acceptable driving record, and proof of personal automobile insurance if required to drive an SMA vehicle and/or use a personal vehicle for SMA business. Complete State of Florida mandatory background screening prior to start of employment. Complete SMA required training during the first six (6) months of employment and updated if required.

Physical: Mobility and ability to bend and reach during an 8-12 hour day. Able to lift minimum 10 pounds. Visual and auditory acuity sufficient to evaluate, intervene, treat, and record client health care needs. Fine motor skills for legible and accurate charting, daily correspondence and presentation, either manually or orally. Work endurance ability to work 8-12 hour shifts with a meal break, as possible. Routine 8-12 hour shifts. Hours and days off may vary. Extra hours may be required. Work assignment locations may vary.