Residential Re-Entry Administrative Assistant

Job Summary

The Administrative Assistant (AA) is responsible for assisting with and implementing all assigned office, clerical and administrative functions of the program. This position directly supports the Operations Specialist and Senior Program Director. The AA also is responsible for assisting and supporting other program management and staff with administrative duties and functions as assigned.

• Answer and direct telephone calls and visitors to the appropriate departments.
• Coordinate all incoming and outgoing correspondences; dating and stamping all documents as appropriate.
• Assist in maintaining daily contact with funding agencies, providing required documents, reports, and information as required by the contract.
• Assist in maintaining documentation/records of all movement of residents and a monthly records and reports of all residents in the program for billing purposes. Assist in completing billing reports as assigned.
• Send referral agencies current program information (facility rules, handbooks, etc.).
• Complete data entry (referral/resident info) and otherwise learn and operate the electronic CM/operations systems, including the RRC systems and funding source systems.
• Complete case manager rosters. Assist in updating the program bed space.
• Assist in compiling new resident referrals and intake packets including furlough documentation, transfer orders and print cards.
• Complete and submit records, reports, transfer orders and print cards to referring agency.
• Log, assign and track all resident disciplinary incident reports, investigation and hearing packets.
• Assist in processing and coding program expenses, and consultant invoices as approved by the Program Director, submit credit card reports and receipts to Finance.
• Compile and complete the monthly program reports accurately and disburse them in a timely manner as directed.
• Monitor all office equipment, reporting malfunctions and coordinating the repairs as directed.
• Maintain, order and disburse office supplies as approved by supervisor.
• Assist in updating and maintaining an adequate supply of forms, office and program supplies to ensure in compliance with program, contract and ACA standards.
• Assist Program Management & Support staff with completing and maintaining all ACA, PREA and other accreditation files and support documentation for accreditation/monitoring audits.
• Assist in coordinating meetings, tours and catered events.
• Attend and participate in and support staff meetings and staff training as directed.
• Complete minutes for monthly staff meetings and distribute the minutes of meetings as directed.
• Assist in tracking all employee training hours, including CPR/First Aid certifications and expiration dates.
• Participate and complete in 40 hours of annual training as mandated by the ACA, VOAC, and funding source, and maintain certification in CPR/First Aid.
• Perform duties as outlined in Program's Operations Manual.
• Maintain all P&P and Operations Manuals and annual operating documents as required.
• Represent the Program to the public, community agencies, and funding sources professionally and appropriately.
• Drive on company business and/or transport residents as required.
• Perform other duties as assigned.

• The ability to safely operate a motor vehicle to transport oneself, consumers, and program supplies as necessary.
• The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities, and operate office equipment.
• May be required to lift up to 25 lbs.
• Operating office equipment requiring continuous or repetitive hand/arm movements.
• The ability to remain in a sitting position for extended periods of time.

• The successful candidate must possess a high school diploma or equivalent.
• The ability to type at least 65 words per minute accurately.
• Candidates must also be proficient in punctuation, spelling, and arithmetic with a working knowledge of or ability to learn and operate computer/software systems.
• Candidates must have intermediate proficiency in use of Adobe Reader, Microsoft Office Suite (with the emphasis on Excel, Word and Outlook).
• At least 2 years of experience directly supporting a manager level position (or above).
• The Administrative Assistant shall possess the ability to interact positively and effectively with others in an office environment, multi-task and work in a high paced environment.
• He/she must be able to write and communicate well and be highly organized; and perform appropriate office tasks such as maintaining the inventory of supplies, keeping and preparing records and reports, answering telephones and greeting visitors, monitoring maintenance of office machinery, etc.
• He/she must also possess the ability to complete billing records IAW requirements, and navigate through electronic case management and billing systems.

This is an equal opportunity employer. All qualified applicants will receive…