Administrative Assistant

Description

The Administrative Assistant provides essential clerical, organizational, and program support to ensure the efficient operation of the First Steps SPOE 8 office. This role supports Service Coordinators, the Assistant Director, and the SPOE Director by completing administrative tasks, maintaining accurate records, and ensuring compliance with First Steps and WebSPOE procedures. As part of the First Steps Early Intervention Program, which serves children birth to age 3 with developmental disabilities and their families, the Administrative Assistant/Data Entry position is responsible for coordination and support activities that ensure the efficient, effective, and timely completion of Department of Elementary and Secondary Education required processes.

The employee will provide administrative support to the SPOE Director as assigned and may also assist with shared Service Coordination tasks under the direction of the Director, Assistant Director, or Lead Administrative Assistant. These shared duties are limited to administrative functions and do not include primary case management responsibilities. This description may not include all the duties, knowledge, skills, or abilities associated with this position.

• Assist Service Coordinators and the SPOE Director with tasks needed to support completion of their job duties, including faxing, routing documentation, training staff on fax/copier use, completing WebSPOE data entry (Intake, Family Assessment, IFSP, EIT notes, etc.), and uploading documents.
• Complete Eligible Child Reviews, Not Eligible Child Reviews, and Discharges.
• Obtain physician orders, medical records, and other required documentation.
• Assist with records requests, including completing and processing FSRequests.
• Support Service Coordinators and the Assistant Director with Assistive Technology requests and related documentation.
• Complete case notes as needed and assist with intakes.
• Prepare outgoing mail, process incoming mail, and work with doctor’s offices and providers as needed.
• Scan, upload, and route documents to WebSPOE and appropriate staff.
• Uphold strict confidentiality standards when handling sensitive information.
• Maintain high ethical standards and promote integrity in all professional interactions.
• Greet and assist visitors, ensuring all visitors sign in and out as required.
• Answer incoming phone calls and distribute messages to the appropriate employees.
• Return phone calls and emails within 24 business hours.
• Maintain a neat, clean, and organized First Steps office environment.
• Ensure building maintenance needs and office equipment issues are reported and addressed promptly.
• Assist with maintaining electronic and paper records, including reviewing files for compliance.
• Check completed Service Coordinator packets for accuracy and completeness as requested.
• Distribute incoming mail, assemble mailings, and deliver mail to the post office as needed.
• Assist the SPOE Director with ongoing or new projects, such as Assistive Technology processing or authorization tasks.
• Serve as a mentor for part-time First Steps Administrative Assistants.
• Attend staff meetings to learn new or revised policies and procedures and implement changes accordingly.
• Create electronic files and mail acknowledgment letters on assigned days.
• Assist with eligible, not eligible, and discharged file reviews as needed.
• Assist with Assistive Technology data entry as assigned.
• Perform other related duties as assigned to support the overall functioning of the SPOE.

• Requires a high school diploma or GED equivalent; some college preferred.
• Excellent oral and written communication, organizational skills, and interpersonal skills.
• Extensive knowledge of office equipment and computer software, including but not limited to Microsoft programs.
• Must have a valid Missouri driver’s license, reliable transportation, an acceptable driving record, and auto liability insurance that meet the requirements set by Abilities First.
• While this position is currently onsite only, candidates will need to have secure and reliable high-speed internet available for any potential remote work in the future.
• Must be able to drive for work‑related assignments; overnight travel may be required occasionally.
• This role involves access to confidential child and family information which requires being able to pass a background screening.