Administrative Assistant - Community Service Agency

Summary

The Administrative Support professional within the Community Service Agency works as a member of a multi-disciplinary team to provide quality service and maintenance of a safe environment for all clients as well as staff. The Administrative Support Staff is responsible for assisting the program director and other members of staff manage their services within the Community Service Agency, and other programs at times. The Administrative Support staff helps ensure the timely completion of reports being run, databases being updated and efficient communication across multiple domains within the agency.

SCHEDULE: Full-time 30 Hours per week preferred; 4- or 5-day work week

Child and Family Services recognizes the power in Diversity and believes that Equity is a Human Right.

$1 per hour Language Differential! (eligible languages include: Cape Verdean Creole, Haitian Creole, Portuguese, Spanish or ASL)

Child & Family Services carefully considers a wide range of factors when determining compensation including, but not limited to, prior experience, education, certification(s), license(s), skills and expertise, location, internal equity and other factors that are job related and consistent with business need. Our goal is to support, reward and compensate the entire individual. Depending on role eligibility, your offer may include a bonus or other incentives. Therefore, final offer amounts may vary from the amount stated.

Job Responsibilities & Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

• Provide accurate information regarding agency policy, procedures, and service options when inquiries are made by potential new clients and community resources and services providers.
• Data Collection regarding program participation, compile monthly reports
• Clerical duties i.e. photocopying, filing, typing, faxing etc.
• Maintain program databases (CSA Connecter, Benefit Assignments, etc.)
• Complete insurance inquiries for private insurances, as needed
• Administrative support to Program Director and program staff
• Scheduling documenting and competing minutes for meetings (Systems of Care, Staff Meeting, Group Supervision)
• Maintain a positive working relationship with agency staff, supervisors, and community contacts
• Maintain agency records within procedural requirements
• Maintain current knowledge related to rules and regulations governing confidentiality of medical records including but not limited to HIPAA
• Be knowledgeable of new programs (or changes in existing programs), activities, and groups
• Maintain program databases
• Provide administrative support to office manager and program staff
• Maintain regular and timely attendance
• Maintain a positive attitude and promote a positive work environment
• Adhere to all policies set forth in the Employee Manual
• Have a commitment to the agency’s philosophy and the ability to translate this to others
• Other office duties as deemed necessary
• At times, the CSA Administrative Assistant will assist in coverage for the front desk, which hold duties including, but not limited to:
• Answer incoming calls and route caller to appropriate staff
• Maintain and update information at front desk, including waiting room Information and notices, as needed
• Maintain mailboxes and process incoming/outgoing mail and faxes, including notifying appropriate staff of incoming deliveries and ensuring outgoing mail has appropriate postage
• Provide general agency correspondence as needed
  
  

Other Duties

Please note 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. Participates in independent education and training opportunities. Participates in management team meetings.