Clerical Assistant Job Gary area,Indiana USA,Administrative/Clerical

The Clerical Assistant is often the first person in the office with whom an individual visiting or calling has contact. The position also ensures that the office is running smoothly and efficiently by completing such duties as: maintaining supply inventory, answering telephones and greeting guests, scheduling assessments, maintaining records of consumer assessments, filing, faxing, and ensuring the timely submission of attendance forms and mileage vouchers.

1.

Telephone and reception:

Provide assistance to walk-in clients and provide general information and accessibility to new applications and otherrequested documentation as needed.
Operate the central telephone system
Answer calls and direct to the appropriate person
Manage the voicemail system during theday and set up the after-hours system
Greet and direct guests in the office
Assist callers with the use of theonline BDDS Waiting List portal
Operate all office equipment (copier, printer,fax, computer, postage machine, etc.)
Daily maintenance of machines (refillpaper, change toner, etc.)
Troubleshoot minor problems or arrange for repairs when needed
Maintain the official office equipment inventory
gather documents for BDS appeal hearings
Navigate BDS databases to locate neededdocuments
Respond to requests for documentation ina timely manner.

4. Mail:

Mail application packets to consumers/families within one business day of receiving client information.
Open, date stamp, and distributeincoming mail
Process postage and deliver outgoing mail to the mailbox
Handle special delivery requirements such as certified, overnight etc

5. Administrative activities:

Assist with general office tasks including ensuring new staff are able to access electronic calendars, scanners,copiers, and faxes as well as assisting with setting up voicemail andmailboxes.
Perform administrative tasks as otherwise assigned on an as needed basis
Process all new incoming applications,document on the application tracking log, and ensure proper filing and uploadingof all incoming documentation within one day of receiving application.
Document all intakes on the intaketracking log, process and upload files accordingly into the online database,and file records per record retention policies. Secretary will also enter new applications into DART per each individual’s file.

6. Files:

Complete filing on a regular basis
Purge files as needed
Archive files according to the established process