Administrative Support Assistant 2

What You’ll Do

• Serve as the Administrative Support Assistant for Independent Living Case Managers-Rehabilitation Teachers, Program Administrator and other program staff.
• Affords support to ILIV Program Administrator in coordinating the activities of the Independent Living Quarterly Forum.
• Coordinates and manages clerical operations and administrative workflow processes.
• Recommends workflow, process improvements to increase office efficiency, responsiveness by escalating unresolved concerns when necessary.
• Schedules division staff meetings, reserves meeting rooms and assists to schedule employee or other related trainings, and book team member calendars.
• Cancels appointments for ILIV Case Managers-Rehabilitation Teachers and/or Program Administrator’s or other program staff when unavailable or unable to make their own cancellations.
• Schedule, organize, attend, and take minutes for management and team meetings. Assist with booking staff hotels accommodations as requested.
• Reviews first level of bi-weekly payroll timesheets and other related processes, as requested.
• Maintains office equipment usage and maintains office supply inventory.
• Recommends office supplies, materials, personal protective equipment, and first aid supplies including those needed by field staff.
• Procures office supplies, materials, personal protective equipment, and first aid supplies in a timely manner and where applicable disseminate to field staff.
• Codes then submits invoices to the Accounting Division for timely processing.
• Opens, sorts, and distributes incoming division mail.
• Type, proofread, and prepare reports, correspondence, meeting minutes, and related documents for accuracy and professional quality.
• Assist in contacting all support groups on the IDB website to validate information is updated annually.
• As requested, assist ILIV Program Administrator with special projects and mass mail outs projects.

Case Management & Reporting Support

• Supports administrative support functions for Independent Living program.
• Maintains confidential fax line for eye reports.
• Ensures ILIV Case Managers and Rehabilitation Teachers have an adequate supply of application packets.
• Processes and assigns referrals, document case actions through case notes, sends Next Steps letters, reviews Independent Living Plans for accuracy and completeness, and processes correspondence, forms, reports and case files, in a timely manner.
• Assists with review of client records and documentation to ensure compliance with federal, state, and agency requirements, when requested.
• Assists with some data gathering, tabulation, research, and reporting activities.
• Sends out client survey forms.
• Maintains confidential files for clients served.
• Reports any malfunctions related to case management system timely for resolution.
• Serves as a primary resource for questions, problem solving, and routing inquiries appropriately.

Customer Service & Staff Support

• Provides quality customer service internally and externally, utilizing all relevant professional skills, including, but not limited to, language and computer skills.
• Receives any walk-in visitors and telephone calls.
• Serves as a primary resource for questions, problem solving, and routing inquiries appropriately.
• Serves as a resource for staff regarding purchasing procedures, authorizations, claims, and administrative processes.
• Collaborates with internal staff, vendors, service providers, and community partners to support efficient operations.
• Aids in identifying and resolving workflow issues and escalates unresolved concerns when necessary.
• Rotates front desk duties weekly, as scheduled.

Professional Conduct

• Works with integrity, exhibits professional and respectful behavior to staff, customers, and the public.
• Exhibits a positive attitude, is dependable, and maintains cooperative and productive relationships with co-workers, supervisors, and subordinates.
• Responsible and reliable in attendance.
• Performs special assignments as assigned for the achievement of agency goals and objectives.
• Performs other duties as assigned.