Administrative Assistant – Part Time

Administrative Assistant – Part Time

JOB SUMMARY

Welcomes clients, provides clerical assistance and supports group leaders for Adult Treatment groups. This is a 20-30 hours per week part time position that includes two evenings.

PRIMARY RESPONSIBILITIES

  • Welcomes clients, signs them in and receives payment when appropriate.
  • Assist group leaders as needed (i.e. copies; backup for medical emergency, irate client, calling emergency personnel).
  • Scores group assessments and enters into electronic health record.
  • Input data utilizing database (i.e. scanning and attaching signed paper copies of releases, consents, etc to EHR, reviewing client charts, updating client information as needed) and Microsoft software.
  • Put together reports for various funding sources monthly, quarterly and yearly.
  • Ensures enough group materials are available; assembles or orders as necessary.
  • Provides clerical support to Program Managers and group leaders.
  • Other duties as assigned by managers and group leaders.
  • Provides coverage as needed for front desk and evening groups.
  • Makes reminder calls for groups starting in the next week and prepares group start and end materials.
  • Attend and provide administrative support at department staff meetings.
  • Documents all client contacts in electronic health records so that complete contact history is accessible and clear.
  • Available to work at least two evenings a week to provide assistance to group members and leaders for evening groups.
  • Acts as liaison for scheduling of groups at, making sure rooms and equipment are available to group leaders and provide updates to daycare to have appropriate coverage for the children.
  • Consistently follows all agency policies, procedures & protocols.
  • Assists in any manner needed for the efficient operation of the agency or programs.
  • Participates in agency Performance and Quality Improvement initiatives.
  • Demonstrates the agency’s values of compassion, respect, learning, adaptability and achievement.
  • Practice self-care to manage exposure to challenging clients and difficult, traumatic stories.
  • Able to lift 10 pounds.

REQUIRED QUALIFICATIONS

  • Available minimum of two evenings a week.
  • Minimum one year of clerical / administrative experience. Preference given for experience in a social services environment.
  • One year hands on experience with database, spreadsheet and word processing programs. (Word, Outlook, Publisher, Excel, PowerPoint.)
  • Excellent communication and professionalism skills.
  • Strong interpersonal and organizational skills and detail oriented.
  • Demonstrate accurate work with minimal supervision.
  • Cultural sensitivity to clients.

PREFERRED QUALIFICATIONS

  • Bilingual, Spanish

Job Type: Part-time

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