Administrative Assistant - Butler County

Job Summary

The Administrative Assistant performs general clerical duties, which may include answering phones, basic computer functions, typing, scanning, copying, and delivering mail. Additionally, the role is responsible for maintaining the electronic record for each child receiving Rainbows United, Bright Beginnings services.

Essential Functions

• Provides support to administrative staff as assigned.
• Answers phones and transfers calls to appropriate staff.
• Copies and scans documents.
• Compiles and distributes monthly reports.
• Enters referrals into the state database and Myevolv.
• Enters data daily to the state database for the Individualized Family Service Plans, including initial, annual, and review plans.
• Exits clients from services through the state and Myevolv databases.
• Works closely with Records Specialists at Rainbows main administrative office to ensure that doctor’s orders and insurance information are entered into the system.
• Ensures state database is correct and up to date at all collection points as assigned by the state.
• Complies with agency and departmental policies and procedures.
• Performs other tasks assigned and attends necessary meetings.

Qualifications

• High School Diploma or GED.
• Minimum of 1‑2 years’ office and database system experience.
• Reliable transportation for occasional travel to other Rainbow sites for meetings, training, etc. (paid mileage).
• Experience in case records/medical records preferred but not required.

Skills

• Ability to deal effectively with public and co‑workers in a professional manner.
• Able to work independently and in a team environment.
• Excellent organizational skills and attention to detail.
• Excellent written and verbal communication.
• Excellent people skills.
• Ability to perform work tasks within the physical demand requirements as outlined.

Classification

FLSA Classification: Non‑Exempt. Status: Full‑time, Monday through Friday.

Work Pace

Self‑paced, requiring the ability to think and act quickly and efficiently in a fast‑paced, demanding work environment.

Work Environment

This position operates in a professional office environment, utilizing standard office equipment.

Physical Demands

Frequent extended workdays; some travel between RUI sites, other community agencies, and throughout the state.

• Sitting: 6‑7 hours per 8‑hour shift, with occasional standing or walking.
• Standing: 1‑2 hours per shift, alternating frequently to sitting.
• Walking: ½‑1 hour per shift.
• Lifting/Carrying: 1‑10 lb frequently (books, supplies, files); 11‑20 lb occasionally (file boxes, copy supplies); 20‑35 lb rarely (equipment, boxes of supplies).
• Bending, squatting, kneeling, climbing: Rarely (climbing stairs frequently for multi‑level facilities).
• Grasping: Frequently.
• Reaching: Occasionally.
• Fine manipulation: Continuously.
• Driving: Occasionally.