Employment Services Administrative Assistant

About the role

The Employment Services Administrative Assistant will provide administrative and clerical support to ensure efficient and swift operational function within the department. This role will support all administrative aspects of the Employment Services program. The job operates in a professional office environment using standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties, the employee is regularly required to talk and/or hear, and frequently required to sit, stand, walk, use hands to finger, handle or feel, and reach with hands and arms. Some travel is required; a valid driver’s license and reliable transportation are necessary. Note that this job description is not exhaustive and duties may change at any time.

Responsibilities

• Develop good knowledge of the Department of Developmental Service’s Employment Program and the MassAbility’s CCS and Transition Programs.
• Perform quality checks throughout the department’s database and confidential documents.
• Process all incoming referrals for each program within Employment Services.
• Enter new referral information into Zuke Database.
• Learn intake process for each program within Employment Services Department.
• Cover intake meetings with consumers as needed.
• Request new referrals from MassAbility as needed.
• Complete weekly Zuke Report on all consumers in the program.
• Distribute program surveys to participants in the program.
• Ensure all consumer documents are up-to-date at all times.
• Complete Cost-Calculations for DDS Programs.
• Submit payment requests for the Transition Program.
• Provide coverage for staff, as needed, within admin team.
• Send out end-of-service letters.
• Assist with responses to any inquiries to the Employment Services email.
• Process all incoming Employment Services faxes and distribute accordingly.
• Provide positive phone customer service for all those inquiring about the Tempus Unlimited’s Employment Services programs.
• Report suspected abuse and neglect to DPPC and Employment Services Supervisor/Program Manager.
• Additional assignments as needed.

Requirements

High School or equivalent; Must be at least 21 years of age or older; Must be able to come into the Stoughton office.

Qualifications

Preferred experience working with people with disabilities; Knowledge of MassAbility and Department of Developmental Services.

Skills

• Strong attention to detail.
• Excellent organizational skills.
• Ability to multi-task and meet deadlines.
• Ability to maintain confidentiality.
• Fluency in reading/writing and speaking English language; bi‑lingual preferred.
• Professional, friendly and understanding.
• Strong computer skills and familiarity with Microsoft Office.
• Able to work efficiently as a team player as well as individually with minimal direction.
• Self‑motivated.
• Able to consistently maintain and build positive working relationships.
• Willing to learn new information.
• Punctual and dependable.
• Familiarity with office machines, equipment and software.

Pay

$