Position Title: Administrative Assistant |
Reports to: Program Director |
Department: Administration Adoption Behavior Health HBDS IPS PEP Face Forward Foster Care Parenting Program Residential TIPS Program: |
FLSA Status: Exempt Non-exempt | Location: 100 W. Coulter Street
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POSITION SUMMARY:
The Administrative Assistant is an integral team member of the Truancy Intervention and Prevention Services (TIPS) department. The TIPS Administrative Assistant reports to the TIPS Program Director. He/she also has close liaison with Department Support Staff and the Associate Director of Behavioral Health and Truancy. The Administrative Assistant assists the TIPS Program Director with accomplishing the tasks of the TIPS program. Job responsibilities are based on a 40-hour week, Monday to Friday, an eight-hour day. Sometimes it is necessary to begin work duties before the scheduled start of the day and to extend beyond the usual close of the workday to accommodate the needs of the program.
EDUCATION/CREDENTIALS:
· Associate’s degree from an accredited college or university required. Bachelor’s degree in IT or relevant field preferred. Equivalent work and/or administrative or technical experience considered.
· Proven IT experience or other relevant experience preferred.
· Excellent database implementation and problem-solving skills.
· Exceptional time-management skills.
· Certification in Microsoft office suite or other IT certification strongly preferred (e.g. comp TIA, A+.
· Proficient in Microsoft office suite products, excel, word, access and outlook is required
SKILLS:
· The ability and willingness to adjust work hours in accord with needs of the program.
· The use of a currently inspected automobile each day, including the possession of current automobile insurance and a driver’s license preferred.
POSITION RESPONSIBILITIES:
· Assign new referrals to case managers following Director/Supervisor review, ensuring equitable distribution and alignment with caseload capacity. Complete all assignments in a timely manner to support prompt service delivery and case initiation.
· Track all student referrals for Tier 1,2 and 3, discharges, and program transfers within the TIPS program to ensure accurate and up-to-date records. Prepare and submit a comprehensive end-of-month report to the Business Administrator for billing purposes, ensuring delivery to the Business Office within the first three business days of each month.
· Reviewing TCO’s, scheduling staff meetings, preparing staff meeting agendas, maintaining case manager’s calendars.
· Ensuring that the office area is maintained in a presentable condition, with intake packets, and all documentations needed for case management etc.
· Answering and screening all incoming telephone calls in a personable and professional manner. Also, in emergency situations contacting the Director and/or Case Manager’s and ensuring the information is communicated.
· Maintaining supplies inventory and calling orders in to Supplies Administrator.
· Maintaining family records in file cabinets in an orderly and professional manner.
· Monitoring all other office equipment and calling business administrator for service when necessary.
· Carrying out other administrative duties as assigned by the Program Director when necessary.
· Receive, review, and accurately enter DHS referrals for Tier 1, Tier 2, and Tier 3 transfers into the Cityspan database in accordance with TIPS standards, ensuring data integrity, timeliness, and compliance with program requirements.
· Collecting all Case Manager’s schedules and ensuring schedules are posted on a weekly and/or bi-weekly basis. Also, ensuring any changes are made and reflected on the schedules as soon as they are received. Schedules should be electronic and/or hardcopy
· Typing and maintaining minutes of each bi-monthly meeting.
· Maintaining department sign-in and sign-out sheets for staff and visitors.
· Review database on weekly basis for each Case Manager, prepare a report and submit it to Program Director, supervisor and case managers.
· Prepare and send certified correspondence to clients regarding service refusals, case manager reassignments, and other required program communications. Ensure all notifications are accurate, timely, and compliant with program and documentation standards.
· Review all check requests for completeness and compliance with established requirements prior to submission. Ensure all required documentation and approvals are obtained before forwarding requests to the Supervisor/Director for final review.
· Participant in front desk coverage rotation when needed.
PHYSICAL DEMANDS/WORK ENVIRONMENT:
· The Administrative Assistant will work in a sedentary position using office equipment, as well as moving around the office, bending and lifting of at least 15-30 pounds is required to maintain records and supplies.
· The Administrative Assistant will spend stretches of time in intense concentration with intense focus on details during data entry, review of documents, etc. High levels of accuracy will be required.
· The ability to type/word process up to 70% of the workday.
Contributing to the team
· Participates in meetings to ensure priorities are clear, coordination is good and communications are open.
· Cooperates and communicates as a multi-disciplined staff team member through formal meetings, informal discussion and other participation as necessary.
· Models traits of a responsible team member, executing job responsibilities, open communication, good follow-through; supports team members to do the same.
· Responds promptly to the concerns and interests of the clients, parents, guardians and funding entities and other JJC staff.
Administrative activities
· Ensures compliance with all JJC’s policies and procedures, including confidentiality and reporting suspected abuse in accordance with policies and procedures
