What are the responsibilities and job description for the Administrative Assistant position at Rauch, Inc.?
Description
JOB TITLE: Administrative Assistant - Children's Services and FNC Day Program
DEPARTMENT: Children's Services and FNC Day Program
SUPERVISOR'S TITLE: Director of Children's Services and Director of FNC Day Program
POSITIONS SUPERVISED: None
JOB STATUS: Full-Time, Non-Exempt
Schedule: Monday-Friday: 8am-4pm
Summary:
Provide effective and efficient administrative, clerical, fiscal, recordkeeping, and program support for Fairmont Neighborhood Center's Children's Services and FNC Day Program. This position supports staff, clients, funders, stakeholders, vendors, and the general public while maintaining accurate records, confidential client files, billing documentation, databases, reports, and office systems. The Administrative Assistant also supports agency planning, safety, compliance, and overall operational needs.
Key Responsibilities:
Perform day-to-day reception, clerical, administrative, and fiscal functions for Children's Services and the FNC Day Program
Create reports, forms, newsletters, correspondence, and other documents as requested
Receive, inform, and direct office visitors in a timely, courteous, accurate, and friendly manner
Maintain office supplies and ensure office equipment remains stocked and operational
Prepare billing statements and track billing activities
Review and submit First Steps billing for accuracy and completeness, including ICD-10 codes, provider and parent signatures, location codes, visit codes, and other required billing information
Manage and maintain petty cash for Children's Services and track requisitions for Children's Services and ADA/ACCESS
Record and maintain meeting minutes for staff meetings and other meetings as assigned
Maintain Medicaid records and other program-specific documentation
Transfer data to computer spreadsheets and maintain accurate program databases
Develop and maintain employer, client, program, and other required filing systems
Maintain the confidentiality and security of client and agency records
Ensure paperwork is filed promptly and that files are complete, accurate, and up to date
Log required documents into tracking spreadsheets as part of the filing process
Maintain other filing and recordkeeping systems as needed
Participate in agency committees and task forces to support quality improvement and effective agency operations
Monitor building safety and security procedures and drills
Refer building and grounds maintenance needs to appropriate personnel
Complete all other duties as assigned by the supervisor
Qualifications & Skills:
Familiarity with Microsoft Office applications required
Strong organizational and administrative skills
Ability to manage clerical, administrative, fiscal, and recordkeeping functions accurately and efficiently
Strong written, verbal, and electronic communication skills
Word processing and spreadsheet knowledge and experience
Ability to maintain accurate databases, records, reports, and filing systems
Ability to handle confidential information professionally and ethically
Ability to interact effectively with staff, clients, vendors, funders, stakeholders, employers, and the general public
Ability to respond empathetically to individuals served
Physical & Work Requirements:
Constant visual motor skills
Constant manual skills
Frequent sitting
Occasional walking, bending, reaching, lifting/carrying, climbing steps, and standing
Occasional local travel
Must have access to and the ability to operate a motor vehicle
Valid driver's license and proof of vehicle liability insurance required
Certifications & Training Requirements:
Successful completion of all required training competencies specific to the position
Acquire and maintain CPR certification
Acquire and maintain First Aid certification
Acquire and maintain Bloodborne Pathogens certification
Acquire and maintain CRT (Certified Restraint Training) certification
Additional Information:
For more information regarding the position, you may contact Deanne Woods at dwoods@rbralliance.org.
Rauch is a Drug-Free Workplace, an Equal Opportunity/Affirmative Action Employer and strong advocate of workforce diversity including individuals with disabilities and veterans
Requirements
Education/Experience Requirements:
High school diploma or equivalent
Minimum of two years of office experience
Salary : $14 - $16