Administrative Assistant - School Mountainside

Overview

Coordinates office services such as purchasing, payroll, records control and other administrative activities.

Interprets operating policies; exercises independent judgment in the resolution of administrative problems.

Position:
Administrative Assistant

Location:
Mountainside, NJ (In-person)

Hours: 8a-4p, M-F

Pay: $28-$30/hr.

• Maintains close and highly responsive relationship to daily activities of Director and Program Managers/Team Leaders while receiving minimal supervision.
• Assumes delegated administrative and secretarial responsibilities for the program.
• Establishes and maintains effective communication to ensure compliance with policies and procedures. Oversees check requests, cash advances, census, program and grocery money and admission and discharge from the program.
• Maintain and operates various office equipment (computer, copier, fax, transcriber, etc.) and follow-up on maintenance, supplies or service requests as necessary.
• Establishes and maintains various file systems such as quarterly reports tracking, risk management data collection, incident report documentation, Cocentrix tracking, etc.
• Serves as a liaison between supervisory staff and direct care staff. Serves as a source of information on policies and procedures.
• May need to act as a timekeeper or backup timekeeper for Kronos.
• Assists in coordinating and scheduling meetings, travel arrangements and special functions as needed.
• Distributes needed copies to supervisors and guardians such as IHP’s, 3-month review schedules, medical appointments, meeting minutes, LOS chart, updated map, etc.
• Responsible for monthly census, Internal Incident Reports, Unusual Incident Reports and DDD report for the program.
• Maintains maintenance log with completed copies of purchase orders and receipts that are processed and sent to the purchasing department. Acts as a liaison between the maintenance department and the Program Managers/Team Leaders for maintenance issues in the residences.
• Continually enhances professional development by attending in‑services, trainings, and seminars in Bancroft’s policies and procedures and leadership.
• Performs related duties, special assignments and projects as required.
• Remain current with required training certifications and adherence to mandatory requirements as an employee of the organization.
• Demonstrate individual‑specific competencies to work with this population and provides age specific services and resources to persons served, their families, and staff.
• Maintain effective communication, both verbal and written, with colleagues, those served and their family members and/or guardians.
• Demonstrate core values of Teamwork, Compassion, and Independence in the performance of job responsibilities.
• Other work related duties as assigned.
• Answers telephones; screens calls, records messages, provides information, routes call to appropriate personnel, etc. Places outgoing calls as necessary.
• Types and distributes correspondence, schedules, forms, reports, memos, etc., as assigned. Edit material to ensure correct spelling, punctuation, grammar, etc. Prepares information sheets and files and/or distributes appropriately.
• Able to compose and type routine correspondence. Edit material to ensure correct spelling, punctuation, etc.
• Maintains records and prepares reports for submission to funding agencies, accreditation agencies, parents, departments, etc., when required for completion of various reports..
• Establishes and maintains various file systems, directs flow of information to and from files.
• Sort and distribute departmental incoming mail on a daily basis. Prepares outgoing mail via first class, certified, priority, etc.
• Attends staff meetings to review administrative matters pertaining to the unit and may record minutes of departmental meetings.
• Projects a positive self‑image of professionalism, appearance, confidentiality, courtesy, conduct, honesty, fairness, and personal integrity at all times.
• Performs other related secretarial and clerical activities, as required. Remains flexible and adaptable in work schedules and work assignments as defined by organizational and departmental needs. May assist and/or fill in…