Admin Assistant

Purpose of Position- Provides support to the Case Management department and general office building. Supports the administrative needs including implementing, maintaining, performing, improving, reporting.  Independently completes various deliverables for Case Managers, Case Management Supervisors, Program Managers, Assistant Directors, Directors, or other stakeholders.  Maintains a high level of knowledge of business administrative processes and functions and supports a team culture of high customer service. Assists with special projects, documentation, record keeping, and compliance.

Essential Duties/Responsibilities

• Required to sit at the front desk and perform reception duties 32 hours/week
• Answers phones and forwards to appropriate parties
• Greets visitors and assists them
• Handles outgoing mail; may include utilization of postage machine
• May support with addressing envelopes for large mailings
• Collects incoming mail and distributes to appropriate mailboxes
• Collects incoming faxes and distributes to appropriate parties
• May include oversight of office kitchen functions such as restocking and minor cleaning
• Maintains solid understanding of the business support needs for Case Management department
• Makes sure all tasks/processes are documented using established format (training guides)
• Monitors completion of business support tasks/processes per deliverable timelines
• Designs and maintains spreadsheets, queries, or reports as required for key performance indicators, including company phone list
• Supports with program audits
• Ensures understanding of relevant policies, practices, and processes
• Fulfills document management activities and supports data integrity efforts in all data systems.
• Supports department supervisor/manager in planning, delegating, and completing special projects, as necessary.
• Various projects or clerical duties, as needed.

Job Qualifications

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.  This is an hourly, non-exempt position and it is expected that all duties can be completed in a 32-hour work week.  Overtime may not be worked without prior authorization and justification of work demands outside of published agency workflow-related time to task norms.