Program Services Administrative Assistant

POSITION SUMMARY

Perform administrative duties for the Program Services department.

Reasonable Accommodation Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES, RESPONSIBILITIES AND EXPECTATIONS

· Support and assist Program Services staff with office administrative and clerical functions. Work cooperatively with service coordinators, clients, and other DECI staff.

· Responsible for requesting authorizations for services and gathering/tracking all data and paperwork needed for this process. Enter authorizations into Intuition/Vertex accurately and in a timely manner.

· Maintain an organized system of standards, ratings process, and documentation. Ensure all ratings are completed on new clients within the first 30 days of hire. Ensure all DOL paperwork is maintained correctly.

· Required monthly verification of clients’ Medicaid eligibility.

· Daily cashier duties in the cafeteria during lunch period.

· Maintain all program services files (paper and computerized) in an orderly manner, keeping confidentiality, availability, and security in the forefront.  Keep all lists and templates related to Services up to date. 

· Responsible for orderliness and appropriate storage of both hard copy and electronic client files. File paperwork related to audits and reviews. 

· Keep all information related to clients in the strictest of confidence.

· Take meeting minutes for all Program Services Meetings and other meetings as requested. 

· Keep the electronic PS Admin Procedural Manual up to date.

· Assist individuals DECI serves in any way required.

· Produce DECI Newsletter at least quarterly with information geared towards clients at DECI, mainly focusing on the positives of outside competitive employment as well as opportunities to try competitive employment.

· Responsible for DECI PS surveys on consumer satisfaction, employer satisfaction, and visitor surveys. Compile information for Outcomes Reporting.

· Assist the PS Assistant Managers with the compilation of data and creation of charts for Outcomes Reporting.

· Lead updating project, ensure all persons served records are maintained/updated by Coordinators and accurately complete the scanning/electronic filing for all Service Coordinators related to the updating project.

· Every three years, PS Admin will assist with CARF Survey Preparation, organization of data as well as agenda for survey, and survey result response (Quality Improvement Plan).

· Backup to front switchboard.

· Other duties as assigned (may include traffic duty).

QUALIFICATIONS

· High school diploma/GED with additional business-related training. Associate's Degree preferred. 

· Minimum two years’ experience in an administrative or other related position. A degree may substitute for years of experience. 

· Exceptional computer skills required. Working knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Access, is required. 

· Typing proficiency. 

· Excellent communication skills, business writing skills, use of grammar, and proofreading/editing ability.

· Understanding of the strict confidentiality of information. 

· Ability to understand and follow verbal and written instructions independently, plan and organize work. 

· Excellent organizational skills. Must be able to schedule and prioritize assignments and juggle multiple tasks. Must have initiative. Flexibility in work and thought is essential.

· Ability to assist with disabled clients in an emergency.

SKILLS & ABILITIES

Computer Skills: Excellent computer skills, Microsoft Office: Word, Access needed

Other Requirements: U.S. Citizen or U.S. work qualification

PHYSICAL REQUIREMENTS

Physical Demands  Lift/Carry

Stand:  F  Walk: F   10 lbs or less: C

Sit: C  Handle: N   11-20 lbs: O

Reach Out: N  Reach Above: N   21-50 lbs: N

Climb: N Crawl: N  51-100 lbs: N

Squat/Kneel: N Bend: N   Over 100 lbs: N

Balance: N Twist: N

Push/Pull

10 lbs or less: O  21-50 lbs: N   Over 100 lbs: N 

11-20 lbs: N  51-100 lbs: N

Frequency Key: C = Constantly: More than 66% of the time, F = Frequently: 33-66% of the time, O = Occasionally: up to 33% of the time, N = N/A: Not applicable/Not likely

Other Physical Requirements: N/A

TRAINING REQUIRMENTS Training regarding individuals served and maintenance of company certifications/registrations is required. Additional training may include (but is not limited to) First Aid, CPR and Bloodborne Pathogens. See Training Requirements Form for a detailed list of training.

TRAVEL REQUIREMENT Minimum travel may be required for outside training or meetings.

WORK ENVIRONMENT Office setting in a warehouse environment

PI279207233