Administrative Assistant

The Administrative Assistant is responsible for providing diverse clerical support functions to units within the organization as the first point of contact for the organization. Clerical duties may be assigned in accordance with the office procedures and may include a combination of answering telephones, word processing, office machine operation, and filing. This position reports to the Adoption Program Deputy Director.

ESSENTIAL JOB FUNCTIONS

• Greets both internal and external customers providing exceptional customer service.
• Answers incoming telephone calls and direct calls to the appropriate person/department; taking complete, clear messages as needed.
• Checks voice mail daily and forwards messages to appropriate personnel.
• Ensures that all guests sign in and appropriate staff are notified of their arrival.
• Sorts and distributes all incoming mail daily; stamps all outgoing mail and packages; accepts all incoming packages and immediately notifies unit of delivery.
• Manages conflicts, dealing appropriately in difficult situations.
• Performs typing, data entry, or other clerical tasks as needed. 
• Submits facility tickets for supplies needed for general areas such as the restrooms and breakrooms.
• Utilizes programs such as Perceptive Content, PKids and CCWIS to upload documents as needed.
• Ensures requests for photo badges are completed timely and with exceptional customer service.
• Uses “to-do” lists or other tools to manage time, and manage multiple, pressing job demands.
• Makes photocopies and faxes material as requested.
• Will cross train on adoption related administrative tasks, i.e. entering Adoption Applicant Review Committee outcomes, requesting medical/educational records, requesting backgrounds, performs and tracks redaction requests).
• Utilizes document imaging systems to locate and export electronic case file records.
• Reviews scope of release and verifies authorizations. Utilizes redaction software to comply with HIPPA standards for release.
• Searches records catalogs to locate and request paper records from storage.
• Submits the retrieved paper records for integration into the electronic records system.
• Reviews electronic records to identify and correct filing errors prior to export.
• Utilizes redaction software to accurately and thoroughly redact records to prevent release of confidential information to unauthorized parties and generate a redaction privilege log that identifies the statutory reason for each redaction.
• Utilizes an electronic log to schedule and track the status of all records requests and redaction projects.
• Retains digital copies of all information requests, responses, and related information.
• Communicates with requestors, adoption team members and the Partnership for Strong Families Single Point of Contact for Records as needed.
• Complies with applicable statutes, regulations and policies and assists in reviews and audits.
• Attends team staff meetings and other meetings and conferences as necessary.
• Attends one-on-one meetings with supervisor at least once every two weeks.
• Completes projects on a schedule that is consistent with the related set of tasks.
• Reports breaches of security and conflicts of interest to supervisor as they become known.
• Displays understanding of, and sensitivity to, service population’s cultural and socioeconomic characteristics.
• Understands and appreciates different views, expertise, and experience of others; understands the perspectives and limitations of other individuals and systems.
• Understands and reflects upon own values, cultural/personal style, familial background and how each may impact others.
• Participates in the quality improvement process.
• Displays understanding of, and sensitivity to, service population’s cultural and socioeconomic characteristics.
• Performs other related job duties as assigned.