Clerical Assistant (Residential Program)

POSITION SUMMARY

The Clerical Assistant provides routine clerical and administrative support to the Administrative, Nursing, and Residential departments. This role assists with document handling, records management, schedule formatting, supplies, and general office operations under direct supervision, with training provided.

This is a part-time position with a maximum of 28 hours per week, with a schedule based on candidate availability and operational needs. The ideal candidate is dependable, organized, comfortable using technology, and able to follow established procedures while maintaining confidentiality.

ESSENTIAL DUTIES & RESPONSIBILITIES

Documents & Records

• Scan, upload, file, and organize paper and electronic records.
• Shred confidential documents according to approved procedures.
• Assist with completing Disability Update forms using information provided by authorized staff.
• Type Individual Program Plans and supporting documents using content provided by program staff and submit for review.
• Enter demographic information and scan records into PointClickCare as directed.
• Gather records and complete non-clinical portions of documentation requested by surveyors under staff direction.
• Flag missing or incomplete information for supervisor review.
• Follow established procedures for confidentiality, document handling, and record retention.

Schedules & Activities

• Format DSP and Nursing schedules using staffing information and assignments provided by the responsible manager.
• Create and maintain residential activities calendars using approved information.

Office & Supply Support

• Process supply requisitions for residential homes.
• Deliver supplies to residential homes as assigned.
• Cover the front desk, greet visitors, and answer and route telephone calls when the designated staff member is absent.
• Assist with routine housekeeping duties within the administrative building.
• Provide copying, document preparation, internal deliveries, and other general clerical support.
• Send routine emails or notifications as directed using approved language or templates.

This position provides clerical support. Clinical decisions, program planning decisions, staffing assignments, and final review of regulated documents remain with the responsible staff.

Other related duties may be assigned by the supervisor.

CORE COMPETENCIES

• Dependable attendance and timely completion of assigned tasks
• Organization, accuracy, and attention to detail
• Confidentiality and professionalism
• Respectful communication and teamwork
• Ability to follow instructions, accept feedback, and work under supervision

KNOWLEDGE, SKILLS & ABILITIES

• Basic computer skills, including Microsoft Word, Outlook, data entry, and document formatting
• Ability to operate scanners, copiers, telephones, and other standard office equipment
• Ability to learn PointClickCare and other program-specific systems with training
• Ability to organize records, manage assigned priorities, and identify missing or incomplete information
• Ability to protect confidential employee and participant information and use only authorized system access

EDUCATION & EXPERIENCE

• High school diploma or equivalent required
• Clerical or office experience preferred but not required
• On-the-job training provided

PHYSICAL REQUIREMENTS

• Ability to sit, stand, bend, and move throughout the office and residential locations as needed
• Ability to lift and carry light to moderate office materials and supplies
• Ability to perform assigned supply deliveries and routine office housekeeping tasks

WORK ENVIRONMENT

• Primarily an administrative office environment with occasional visits to residential homes for supply deliveries
• Frequent interaction with employees, visitors, and callers
• Routine access to confidential records
• Clerical duties performed with regular supervision