Team Administrative Assistant

About the role

Vinfen is a nonprofit, health and human services organization providing community-based services to individuals with various disabilities. The Administrative Assistant plays a crucial role supporting the team in maintaining productivity and ensuring smooth operations.

Responsibilities

• Welcome visitors and direct them to proper staff person.
• Answer telephones and direct calls to proper party.
• Absorb and check phone messages.
• Maintain phone listings.
• Direct questions to correct staff.
• Assist with setting up rooms for staff trainings.
• Maintain the fax and postage machine.
• Distribute faxes and mail to mailboxes.
• Ensure appropriate postage on outgoing mail.
• Maintain and update mailboxes, as needed.
• Send regular and express mail packages.
• Order and maintain supplies such as envelopes, mailing materials, and stationary.
• Schedule use of conference room(s).
• Prepare forms for submission to Vinfen, i.e. Accounts Payable vouchers, cab vouchers, Charges for Services and Supports notifications, purchasing requests, PS money logs, etc.
• Log all checks.
• Audit money logs monthly.
• Update contingency loan payment information daily.
• Process service delivery documentation by ACCS staff.
• Complete monthly billing through EIM for ACCS PS as directed by Team Leader.
• Collect team appointments/schedules; prepare standard reports such as Staff Productivity Report, as directed by Team Leader.
• Attend Staff Meetings, take minutes.
• Create enrollment/rollover packets for PS and register new PS into clinical record keeping systems as needed.
• Log Events and Performance Measure information as directed by Team Leader.
• Promote engagement, housing permanency, community tenure, achievement of greater self-sufficiency and successful completion of service for all PS.
• Promote healthcare, employment and education services access for PS.
• Perform other administrative support tasks such as typing correspondence, preparing spreadsheets, recording meeting minutes, and preparing record pick up from Iron Mountain.
• May perform Rep-Payee duties as assigned by Team Leader.
• Perform other related duties, as assigned.

Qualifications

• Minimum of high school diploma or equivalent required.
• One to three years related experience in an administrative support function strongly preferred.
• Strong organization and communication skills.
• Strong computer skills, experience with Microsoft Office required.
• Ability to work both independently and as a part of a fast-paced team environment.
• Driving may be a requirement for this role either using a Vinfen vehicle or personal vehicle. Must possess a US drivers license for at least 6 months.
• All candidates for this position must be at least 21 years of age and be able to pass a CORI, driving record, employment reference check as well as a multi-state background check.