Under the supervision of the Associate Director, and the oversight of the Division Director; the incumbent provides a wide range of administrative and clerical duties to support the Associate Directors to facilitate an efficient operation of the Division and of the Agency.
A successful Administrative Assistant will have strong communication skills (written and verbal), superb listening skills, be an innovative problem-solver, be knowledgeable in health and social service programs from a local, state, and federal level; including but not limited to rural transportation programs, the options counseling process, care management programs, community programs, all state and federal programs, respectively. The employee will be analytical, data-driven, and very detailed oriented.
Duties and Responsibilities:
- Provides general administrative and clerical support including mailing, scanning, faxing, and copying for the Associate Director.
- Maintains a variety of filing systems; ensuring records are properly disposed of at the conclusion of the specified retention period.
- Operates personal computer to access e-mail, electronic calendars, and other basic office support software.
- Appropriate use of software applications; prepares and maintains documents such as correspondence, spreadsheets, and relational databases/platforms.
- Locates and compiles appropriate information for reports, correspondence, etc.
- Assists with the maintenance of the Associate Director’s Master Calendar.
- Schedules and coordinates meetings and appointments when necessary.
- Collaborates with the Associate Director of Operations and Director of Aging & Disabled Service Operations to develop, update, communicate, implement and enforce policies and procedures concerning execution of ADRC functions carried out by the Organization.
- Effectively manages assignment of referrals to team members and strives to ensure the team completes 90% of required actions within the timeframes established in the Organization’s ADRC contract with FSSA/DA.
- Processes, submits and monitors A & D Waiver packages to FSSA/DA in timely manner.
- Ensures resource databases (i.e. IRIS) and directories are maintained and up to date.
- Coordinates individual team member work schedules and adjusts to ensure adequate delivery of services; coordinates and approves team member leave requests, timesheets and expense reports.
- Arranges trainings for team members to: attain and maintain high standards of work performance, maintain required certifications, and to assure compliance with the Agency’s ADRC contract with FSSA/DA.
- Complies with organizational, State and Federal policies and procedures concerning protection of client records and Protected Health Information (PHI).
- Maintain a safe, emotional, and physically health work environment. Strive to serve not only the communities and residents within our region but strive to create a persona of servant leadership to all employees to empower them to continue to learn, grow, and develop both personally and professionally.
- Perform related work or other duties as assigned.
Job Type: Full-time
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Vision insurance
- 8 hour shift
- Day shift
- Monday to Friday
During COVID 19, we are taking precautions based on federal and state guidance which may include limited visits to clients, PPE, and increased office cleaning/sanitation.