Administrative Assistant

Essential Responsibilities

• 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 operate various office equipment (computer, copier, fax, typewriter, 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, MS Health tracking, etc.
• Serves as a liaison between supervisory staff and direct care staff.
• Serves as a source of information on policies and procedures.
• Oversees and distributes payroll checks.
• May need to act as a timekeeper or backup timekeeper for Time Force System.
• Affords assistance 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.

Requirements

• High School diploma or equivalent required.
• Three (3) to five (5) years experience in a related field.
• Minimum 18 years of age required.
• Five (5) years experience working in programs for people with developmental disabilities and/or brain injury.