Administrative Assistant/DDA Agency

Title: Administrative Assistant (AA)-WEST

The Administrative Assistant position is a clerical position that is directly supervised by the Human Resources Coordinator-West. The AA-West may be required to take direction from multiple managerial employees.

Status: Non-exempt

Requirements: High School Diploma or G.E.D., at least 18 years of age, valid driver’s license and driving record that satisfies the agency’s insurance company requirements. Compassion and respect for people with developmental disabilities, ability to sit for long periods of time, communicate articulately using both written and verbal skills in the English language, knowledge of computers, specifically Microsoft products.

General Duties:

• Exemplifies the mission of the agency
• Ensures the safety and quality of life of all program participants
• Complies with all agency policies and procedures
• Promotes positive public relations
• Role models appropriate social skills
• Successful completion of DDA and agency required trainings
• Handles administrative details with judgment and tact, and makes decisions in many instances as to their disposition.
• Interacts with program participants and the general public
• Serves as a role model for program participants.

Specific Duties:

• Answer telephones and direct calls to the appropriate individual or accepts messages
• Ensures timely flow of in-coming and out-going mail
• Accepts all agency mail, and distributes accordingly
• Types and duplicates form letters, reports, charts, and envelopes as requested
• Creates and maintains reports and tracking mechanisms as requested
• Prepares letters and memoranda upon request
• Maintains master files, electronic and paper, of all agency-approved forms
• Maintains program and administrative files
• Assists with screening of potential staff using judgment and tact
• Up-dates the company phone directory to ensure accurate extension listings
• Administers the MBON-approved Pre-tests, and secures all testing materials per PnP

Specific Duties Continued:

• Receives Training Registration forms and creates Training Attendance Forms.
• Establishes Training Attendance Forms based on Training Calendars
• Provides Agency Trainers with a copy of Training Attendance Forms 1 week in advance of the respective training
• Enters training completion information into Therap’s training module within 3 business days of receipt of a completed Training Attendance Form
• Maintains central filing of all completed Training Attendance Forms for a minimum of 5 years
• Maintains record of walk-in applicants for employment
• Monitors central office supplies to ensure adequate supplies on-hand
• Coordinates central office supplies ordering system
• Places orders for office supplies on the first business day following the 10th of each month
• Completes orders for general medical supplies to ensure adequate supplies on-hand
• Maintains accurate health care appointment trackers for residential participants, and distributes every 2 weeks to a designated group of employees
• Updates Individual Data Sheets in Therap upon receipt of notice of changes from LEPC, HMs and DRS.
• Assists with the coordination of durable medical equipment orders and repairs
• Maintains the postage meter to ensure adequate postage available
• Assists in the purchasing of booked trips for LEPC participants as indicated
• Prepares documentation for PCP Meetings in advance
• Prepares Consultation Forms for health care appointments of residents
• Receives completed Consultation Forms and files electronically and forwards to the Delegating RN/CM.
• Distributes documentation received by Delegating RN/CM
• Assumes other duties, responsibilities and special projects as assigned.

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $19 - $21