Administrative Support Associate

Summary

The Administrative Support Associate provides administrative and clerical support to ensure the efficient day-to-day operation of the office. Responsibilities include performing a variety of clerical tasks, maintaining accurate records and documentation, assisting with data entry, filing, correspondence, scheduling, and general office organization. The Administrative Support Associate also supports special projects and assignments as directed.

Essential Duties and Responsibilities

• Maintains strict confidentiality of all personnel, members, medical, and financial records in accordance with organizational policies and applicable regulations
• Creates new client files, enters client information into the system, and maintains accurate and up-to-date database records
• Completes and processes DS 1972 forms accurately and in a timely manner
• Reviews client files regularly to ensure all annual documentation and required forms are current and properly maintained
• Prepares monthly Job Coach meeting agendas, training materials, and supporting documentation
• Maintains and organizes filing systems for the Employment Services Department, including Supported Employment (SE), Pathways, Direct Placement (DP) and External Situational Assessment (ESA)
• Affords assistance to SE and DP members with completing online job applications
• Conducts monthly quality control reviews of member files (minimum of 10 files per month) and submits findings and required documentation to the Program Manager
• Conducts monthly quality control reviews of billing records (minimum of 10 files per month) and submits findings and supporting documentation to the Program Manager
• Ensures Job Coaches and designated staff submit timesheets accurately and on time, while adhering to Human Resources policies and procedures regarding overtime, vacation, and sick leave usage
• Provides administrative and operational support to New Horizons team members as needed to help ensure the highest level of customer service and program effectiveness

Requirements

• Demonstrates the ability to organize and complete work in an efficient and timely manner to meet the requirements of the job
• Multi-tasking ability is preferred
• Computer proficiency, including Word and Excel, is desired
• Efficient operation of office machines such as copiers is also required
• Professional and courteous telephone demeanor with experience managing a multi-line switchboard and interacting effectively and professionally with the public
• Bilingual (English/Spanish) skills are preferred

Key Competencies

• Achieve 100% on-time submission of Job Coach and designated staff timesheets
• Achieve 100% compliance with HR policies regarding overtime, vacation, and sick leave documentation and usage
• Resolve timesheet discrepancies within 1-2 business days of identification
• Achieve 100% compliance rate in documentation and audit readiness across all filing systems (SE, Pathways, DP, ESA)

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• 401K Matching
• Vacation Hours
• Paid Sick Leave
• Holiday Pay
• All paid trainings including CPR/First Aid
• Discounts Program
• Referral Program
• FSA