Adult Day at the J Administrative Assistant

Salary Range: $21.00 - $21.00 hourly

Position Type: Full Time, Day Shift

About the Role

Provide administrative, accounts payable, and accounts receivable support to the director and staff of the Adult Day Center program. This position serves as the main customer interface to participants, families, and guests as they enter the program facility or call with questions.

Responsibilities

• Provide exemplary customer service to both internal and external customers.
• Answer customer inquiries about the Adult Day Center program and services, typically via email and telephone.
• Greet customers and guests who enter the facility.
• Prepare and deliver outgoing communications to customers as needed (letters, phone calls, voicemail greetings, etc.).
• Answer incoming calls and voicemails to the department promptly: log all calls and voicemails, delegate calls to appropriate team members, escalate calls as necessary, etc. Minimize calls that go to voicemail.
• Manage participant record keeping and files:
  • Create new participant files (both paper and electronic) upon enrollment; ensure all paperwork is completed, including billing information.
  • Maintain paper and electronic files throughout participation in the program.
  • Coordinate all discharge processing of participant files.
• Track participant attendance statistics daily in accordance with state, federal, insurance, and ADC guidelines. Prepare required reports and place attendance reports in participant files yearly or upon discharge.
• Work with the Transportation Coordinator to ensure attendance days are accurately tracked for make-up and billing purposes.
• Record participant admissions and discharges. Prepare and send internal reports monthly.
• Prepare and send out departmental billing in accordance with Accounting Department and funder guidelines (Medicaid, CACFP, MEAAA, VA, DMH, insurance companies, private pay, scholarship, rentals, etc.).
• Track volunteer hours on a weekly basis, log into Excel spreadsheet, and submit monthly to Volunteer Coordinator.
• Together with the Transportation Coordinator, monitor daily transportation needs, prepare driver rosters, and other reports as requested.
• Compile and prepare the monthly calendar for ADC, coordinate review/approvals, and submit to Marketing. Coordinate print order with Marketing and distribute copies to staff and participants.
• Send monthly menu and newsletter to Marketing for posting on the website.
• Prepare monthly receipts and expense reports for approval and submission.
• Compile and complete online purchase orders following JCC procedures. Manage office supply inventory and coordinate orders with Accounting.
• Prepare deposits as needed following Accounting protocol.
• Assist with preparation of grant proposals as necessary.
• Provide administrative support to ADC staff and director as needed.
• Pick up and distribute departmental mail daily.
• Perform other duties as assigned by supervisor.

Requirements

• High School Diploma/GED required; College Degree preferred.
• Ability to effectively use business automation and payroll software, Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and databases. Salesforce proficiency a plus.
• Demonstrated ability to learn new software applications as necessary for the position.
• Able to use common office equipment (multi-line phone, fax, copier/printer/scanner, etc.).
• Prior accounts receivable or accounts payable experience is desired.
• Strong verbal, written, and oral communication skills.
• Ability to handle multiple priorities and projects simultaneously and prioritize appropriately in a fast-paced environment.
• Must be attentive to details with outstanding internal and external customer service skills.
• Strong leadership and interpersonal skills including the ability to be approachable while also holding people accountable.
• Ability to effectively collaborate across departments and with external customers and vendors.
• Flexible schedule to allow for weekend and evening work is required.
• Able to volunteer to work set up and tear down for events. May require adjusting hours or time outside of normal business hours.
• Commitment to the inclusive mission of the J.

Pay

$21.00 per hour

Schedule

Full Time, Day Shift (flexible schedule including weekends and evenings as needed)