Administrative Assistant 2

Description

Summary: Provide administrative support to the program by performing the following duties.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Ensure that the office and surrounding workspaces are maintained in a professional, safe, and organized manner.
• Assists in the development and implementation of office systems and procedures to ensure the office operates in an organized and efficient manner.
• Accurately compose and prepare letters, financial forms, and reports within designated timeframe.
• Ensures that the department database and other informational tracking systems remain current and accurate.
• Order approved departmental supplies and equipment to include, but not limited to, office supplies and program supplies.
• Updates the Director of any office related matters; procedural changes needed and assists with the development of a plan of action.
• Answers the department main number, ascertains nature of business, and directs visitors/callers to appropriate staff member or department.
• Develop and maintain office systems and procedures to ensure the office operates in an organized and efficient manner. 
• Receive and route all emails to the appropriate staff. 
• Ensure that requests for information are routed to the Director.
• Assist in or prepare reports requested by the Director.
• Assist with routine correspondence and mailings.
• Maintain an updated contact list of individuals and their families.
• Maintain documentation of expenditures (purchase orders, check requests, maintenance requests, etc.)
• Take detailed minutes of various department meetings.
• Assists administrative staff in performing daily operating functions (i.e., copying, filing, processing data input, etc.)
• Assists department nurse in tracking submission of medication logs, filing as appropriate and requesting from DSPs.
• Ability and flexibility to transfer professional knowledge, temporarily or permanently based on workload and organizational needs.
• Disseminates and tracks information transmitted via Blackboard to all staff, families and individuals served.
• Processes various administrative reports and distributes them to department managers. 
• Process certification reports to monitor compliance and expiration dates: background checks, adult & child maltreatment as well as criminal, driver’s license, auto insurance, CPR/1st Aid. Will contact Direct Support Professionals to ensure completion at 90 days and 30 days).
• Enroll new clients into department database, update face sheets and complete program enrollment status forms at enrollment and discharge. 
• Monitor department training for Direct Support Professionals compliance to include notifying and following up.
• Trouble shoot software, systems, and processes with PASSE Care Coordinators, department managers, and Human Resources.
• Checks all internal mailboxes to ensure correspondence is disseminated to the appropriate staff.
• Organizes and maintains filing systems and files at least weekly all department paperwork, correspondence, and other documents in appropriate client files and/or in designated electronic drives/files.
• Serves as a subject matter expert as it relates to all department electronic records platforms. Provides support for all new employees who have been identified as needing additional support, training, etc. to complete their job duties. 
• Assists the Director with special projects.
• Assists the Director in updating forms and maintaining procedures/operations manual and electronic records.
• Works closely with Human Resources and department managers to ensure training reports are run and shared.
• Assists in the trimester satisfaction survey process to consumers and stakeholders.
• Assists in the annual departmental In-Service training for all department employees.
• Assists with organizing paperwork pertaining to payroll and billing including required employee training and follow-up.

Compliance/HIPAA:

While performing the duties of this job, The Administrative Assistant will comply with all federal, state, and local laws and regulations pertaining to Easterseals Arkansas.

The Administrative Assistant has access to all protected health information of the individuals directly served by this person, except psychotherapy notes. The Administrative Assistant will not attempt to access any other protected health information unless otherwise approved by Supervisor/Director or Privacy Officer.

Qualifications:

To successfully perform the functions of this position, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: High school diploma or equivalent and at least two years of administrative assistance experience.

Competencies:

• Effective communication skills, both written and oral.
• Involves appropriate people in decision–making process.
• Includes others in planning, decision-making, facilitating and process improvement.
• Supports and explains reasoning for decisions.
• Listens and gets clarification.
• Identifies and resolves problems in a timely manner.
• Develops alternative solutions.
• Plans and organizes work effectively to ensure timely completion.
• Fosters quality in others, improves processes, products, and services.
• Understands and follows all licensing and governing regulations.

Physical Demands: 

While performing the essential functions of administrative assistant, the employee will be required to sit, stand, walk, use hands to finger, handle, or feel and reach with hands. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision. 

Work Environment: 

The work environment characteristics described here are representative of those an administrative assistant encounters while performing the essential duties of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is generally quiet to moderate.

Easterseals Arkansas has designated this position as a “non-safety sensitive” position under the Arkansas Medical Marijuana Amendment.