Community Services Program Administrative Assistant

Hourly Range: $17.20-$20.20

DUTIES AND RESPONSIBILITIES

• Demonstrates sensitivity and the respect for the cultural diversity of others.
• Follow the responsibilities, as necessary, of a mandated reporter.
• Provides clerical support to staff as needed in the designated program of the Community Services Department.  Responsible for compiling, typing and filing all necessary program-specific reports, forms, records, individualized plans, documentation sheets and other related materials for the designated program within the department. Responsible for notifying all participants of case review meetings.
• Handles all the secretarial requirements for meeting minutes and correspondence generated by the IRA program staff.
• Regularly purges older documents from consumer charts and files in historical files and/or scans pre-identified historical documents for electronic storage with a pre-determined labeling convention and ensuring the data is backed up in a timely manner.
• Responsible for scanning/uploading required documents in electronic record software.
• Responsible for maintaining and updating phone lists and mailing lists for residents and employees.
• Responsible for entering training classes in electronic record software.
• Assures that outgoing mail is deposited.
• Troubleshoots and/or reports any computer and copier/facsimile machine problems that may occur and follow through to assure the problem is fixed.
• In conjunction with the Administrative Supervisor, the designated Program Administrative Assistant places the monthly supply order for their assigned program locations.
• Types all reports, forms, records, and other related material as requested.
• Maintains "super-user" status for electronic documentation software, PrecisionCare; including but not limited to, data entry, attending various meetings and trainings, supporting staff users, etc.
• Interfaces with people on the telephone in a responsive and appropriate manner with accurately recorded phone messages.
• Interfaces with people personally in a responsive and appropriate manner and carries out certain public relation functions as requested.
• Arranges for appointments, meeting rooms, luncheons and travel arrangements as requested.
• Assists in preparation of memos, flyers, etc. as requested.
• Is responsible for duplicating, word processing and computer usage as requested.
• Other duties may be assigned.