Job Details

Vocational Guidance Services (VGS) changes lives and strengthens our communities through services that educate, empower, and provide the opportunity to earn a paycheck! VGS is a highly acclaimed, successful, private, not-for-profit 501(c)(3) vocational rehabilitation agency with over 130 years of dedicated experience serving persons with disabilities or other barriers to employment. We are currently seeking an Administrative Assistant that will also act as a backup for Rehabilitation Specialists that will be responsible for performing the following duties.

• In conjunction with other team members assist with administrative and daily operations for the agency at assigned location, in including entering attendance, providing security monitoring, administrative tasks, signing in for coverage, coverage at community sites, case file audit and monitoring, and other responsibilities as assigned.

• Monitor electronic and paper case files for accuracy and prepare annual documentation for signatures

• Identify individuals and ensure they head toward the appropriate programs upon arrival

• Monitor camera and notify manager of any concerns

• Act as point of contact for individuals as they enter the building

• Manage the schedule for conference rooms and common space

• Assist in planning and organizing functions for individuals as needed

• Update and decorate bulletin boards as needed

• Act as the primary contact for the main phone line at each site

• Ensure that VGS is always representing a positive and therapeutic environment when people enter the program and facility

• Provide tours of all programs upon request of manager or supervisor

• Coordinate the delivery of supplies to center and/or other VGS locations/sites

• Process and sort incoming and outgoing mail daily

• Participate and complete regular case reviews for all programs and departments to ensure CARF and Medicaid compliance

• Participate in the safety committee and other committees as requested

• Maintain Medicaid required certification and provide coverage as needed in any department or at community sites

• Complete special projects as assigned by managers, directors or executive leadership to support agency operations and future planning

• Comply with Safety and Security Policy, Ethics Policy and Substance Abuse Policy

• Enter timecards in Paycom for participants

• Enter information and print reports from BID for supervisors and managers

• Enter production data for Supervisors

• Responsible for maintaining monthly training in Relias and/or maintain DODD certificate

• Complete background check processes for driving company vehicles and assisting with participant outings when necessary.

• Will be required to cover shifts for staff shortages. Will be expected to fill other agency needs outside of the Southwest campus.

• Record and dispense client finances for lunch orders and vending machine purchases. Issue receipts, keep accurate running tally of balances. Contact those responsible for supplying funds when funds on hand are low. Must be able to accurately make change. 

• Associate's Degree preferred. High school diploma or GED is required.
• One year related experience and/or training.
• Basic knowledge of Microsoft Office Suite.
• Must submit to a criminal background check and meet Medicaid requirements for working with individuals with Developmental Disabilities.
• Must have an active driver's license with less than 6 points on it. Must also have proof of personal auto insurance. 
• Will regularly fill in as a DSP at off site locations and must have reliable transportation. 

Vocational Guidance Services is an Equal Opportunity Employer - Disability & Veterans.