What are the responsibilities and job description for the Administrative Assistant position at Developmental Services, Inc. - Washington?
Developmental Services, Inc. (DSI)
Job Description
POSITION TITLE: Administrative Assistant
DIVISION: Administrative
SUPERVISOR: Assistant Director of Community Services
CLASSIFICATION: Non-Exempt
PURPOSE:
The purpose of this position is to provide employment support to the agency Administration Department as well as to other departments within the agency. Perform clerical and office responsibilities. Assume responsibility for the order and completeness of the personnel files. Along with working closely processing client files.
KEY AREAS OF RESPONSIBILITY:
- Answer incoming calls in an effective yet courteous manner and screen and transfer to appropriate staff. If necessary, take accurate messages and distribute promptly.
- Greet and direct visitors in a friendly manner and keep record of visitors.
- Conduct brief screening with all visitors to assist with security.
- Use a paging system when necessary.
- Must be capable of using a computer and type at least 30 wpm and be able to access existing files.
- Sort incoming mail and distribute it to the appropriate department.
- Ensure all outgoing mail is stamped and ready to go before leaving for the day.
- Pick up and drop off mails at the Post Office (back-up)
- Transmit outgoing agency fax transmissions and distribute incoming fax transmissions to appropriate staff.
- Manage files for all current and former employees. Prepare files for scanning and electronically organize all documents. Maintain and organize the scanned folder on the departmental shared drive. File and maintain all EEOC and I-9 forms.
- Complete file audits for new hire paperwork and ensure that all paperwork has been completed.
- Perform filing and clerical duties, including, but not limited to taking minutes at meetings and tracking information. Sort, file and shred out of date material. Organize and appropriately direct the mail and interoffice mail in Human Resources.
- Complete Client File Audits.
- Let PM (all dept.) know of missing paperwork w/Corrective Action Report.
- Mail documents for Guardian Signatures (as needed).
- Enter & update client information into Provide for all departments (as needed).
- Print Client Face Sheet copies (at client's annual or with changes).
- Scan and upload documents in Provide for all departments.
- Upload Quarterly Summaries & other identified docs to BDDS Portal.
- Print off NOAs and ISPs as received and/or requested.
- Applications - make copies, scan, and email for recruiting.
- Prepare meeting packets (as requested).
- Other tasks as requested by Managers.
ESSENTIAL JOB SKILLS:
- Excellent and professional communication skills, both oral and written.
- Ability to perform budget calculations and comparisons.
- Must possess critical thinking skills.
- Complete other duties and responsibilities as assigned.
- Must possess excellent telephone skills.
- Ability to effectively operate equipment such as a scanner and copier and have a working knowledge of computers and related software (i.e. Microsoft Office)
REQUIREMENTS:
- High School diploma or GED required.
- One to two years of related experience and/or training in Administrative Assistant and/or Human Resources.
- Must have excellent oral and written communication skills and maintain confidentiality with sensitive information.
- Maintain a valid Indiana driver’s license, insurance on personal vehicle (minimum of PLPD with medical liability coverage), and maintain insurability as defined by the agency liability insurance carrier.
The above statements reflect the general functions of this job and shall not be construed as a detailed description of all work requirements inherent to the job. The immediate supervisor may elaborate on the above list if the duties come within the employee's realm of responsibility.
Benefits
Dental Insurance, Life Insurance, Medical Insurance, Vision
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