Clerical Assistant (Residential Program)

POSITION SUMMARY

The Clerical Assistant provides routine clerical and administrative support to assist daily operations across Residential programs. This role focuses on, document handling, file organization, and general office support under direct supervision, with training provided. The ideal candidate is dependable, organized, and able to follow established procedures while maintaining confidentiality.

This is a part-time position ( up to 20 hours per week) with a schedule based on candidate availability and operational needs. 

The ideal candidate is dependable, organized, and able to follow established procedures while maintaining confidentiality. 

ESSENTIAL DUTIES & RESPONSIBILITIES

Program Clerical Support

• Provide routine clerical support to Residential staff coding invoices, filing AP, and filing participant paperwork
• Assist with copying, scanning, and document preparation for both programs
• Organize and maintain paper and electronic files for assigned program
• Follow established procedures for document handling and record retention

Document & Records Handling

• Scan, upload, file, and archive documents according to instructions
• Assemble packets, forms, or folders as directed
• Fax or upload documents following established procedures
• Flag missing or incomplete documents for supervisor review

Mail & Internal Deliveries

• Sort and distribute internal mail or documents within the office
• Prepare outgoing documents for mailing or courier pickup as directed

General Clerical Support

• Provide clerical assistance to administrative and program staff
• Support office operations through routine clerical tasks
• Send routine emails or notifications as directed using approved language or templates
• This job description reflects the general duties of the position; duties are not limited to those listed and may include other tasks as assigned by the supervisor

CORE COMPETENCIES

• Dependable and consistent attendance
• Follows instructions and established procedures
• Organized with attention to routine tasks
• Maintains confidentiality and professionalism
• Works well under direct supervision

KNOWLEDGE, SKILLS & ABILITIES

• Basic computer skills
• Ability to enter data into Microsoft Word
• Ability to send, receive, and respond to emails using Microsoft Outlook following provided templates or instructions
• Ability to learn program-specific procedures and systems with training
• Ability to operate basic office equipment

EDUCATION & EXPERIENCE

• High school diploma or equivalent required
• Clerical or office experience preferred but not required
• On-the-job training provided

PHYSICAL REQUIREMENTS

• Ability to sit, stand, bend, and move throughout the office as needed
• Ability to lift and carry light to moderate office materials

WORK ENVIRONMENT

• Standard office environment
• Frequent interaction with employees, visitors, and callers
• Work involves routine clerical duties with regular supervision