Administrative Assistant

Job Description

The Village was one of the first agencies in the country to provide homes for neglected children. Today, we continue to achieve our mission to build a community of strong, healthy families who protect and nurture children by providing a full range of behavioral health, early childhood and youth development, substance use treatment and support services for children, adults and families in the Greater Hartford, Connecticut region.

Named a Connecticut Top Workplace for five consecutive years withnationaldistinction for workplace culture and diversity, equity and inclusion practices, you can be sure youre joining an organization thats just as committed to your success as we are to those we serve.

Starting hourly rate: $20.00

Eagle House and Training & Education

This position provides support to two key areas of The Village, The Eagle House Therapeutic School and The Village Education and Training Department. Responsibilities within the school domain, responsible for obtaining school records, coordinating all new admission school paperwork for clients, verifying, and recording necessary personal information, and establishing and maintaining each clients file in the electronic school record. Collaboration with the home school district includes the ongoing provision of report cards and progress reports as well as sharing the complete educational record with the school district upon clients discharge. Ordering supplies and educational materials, completing all educational reports, and documentation required by CT State Department of Education and data entry into the CSDE website as required, monitoring student attendance records and providing these to the billing department and to the school districts when needed. Processes information in response to inquiries and concerns including requests for additional information related to the school program and services. Knowledge of FERPA laws (educational records) required.

Responsibilities within the Training and Education Department, will be assisting the Training Director with the research and coordination of professional trainings for all Village staff members, including collaboration with trainers for training contracts and completion of CEU applications, training materials, and the coordination of training logistics. Additional support is required for the maintenance of accurate staff records in the electronic learning management system, as well as attendance records and certificates of completion. Tracking of both undergraduate and graduate interns within the various programs of the agency is also a key area of responsibility.

Job Summary

Provides general administrative support and customer service to applicable organization programs. Understands and ensures confidentiality and timeliness is provided for requests. Supports managers and employees in a variety of tasks. Communicates efficiently and effectively, to ensure the proper delivery and transfer of information.

Key Responsibilities

• Greets clients and visitors in a professional and courteous manner, as well as notifies appropriate staff of visitor arrival and provides assistance and directions, as needed.
• Answers calls for programs assigned and provides reminder calls before appointments.
• Receives and processes referrals, facilitates scheduling and sets up translation services, if needed.
• Completes intake and admissions process, coordinates new admission paperwork for clients, verifies and records necessary personal information, handles check-in/check-out process for clients and schedules client assessments and appointments.
• Interacts with clients to provide and process information in response to inquiries and concerns including requests for additional information related to agency programs and services.
• Disseminates and distributes agency faxes and other forms of communication.
• Monitors reception/waiting area to ensure cleanliness and client safety.
• Provides information to service providers.
• Maintains communication with Records Department regarding medical records.
• Handles monthly data entry for program evaluation and quality assurance.
• Creates assessment packets and other materials.
• Completes ordering of program supplies.
• Provides administrative support and back-up for other agency departments and sites.
  
  

Required Experience

EDUCATION

• High school diploma or equivalent required.
  
  

Experience

• A minimum of two to three years of customer service experience. Excellent telephone and verbal communication skills. Sound knowledge of office/telephone etiquette and customer service principles and practices.
• Bilingual (English/Spanish) preferred.
• Sound judgment and ability to adapt to change and meet demands of the work environment.
• Proficient in the Microsoft suite (Outlook, Word, Excel).
• Familiarity with an EHR (Electronic Health Record), experience with other client-based applications is a plus.
• Must be detail oriented with ability to multi-task and complete large volume of work. Accurate typing skills and ability to create grammatically correct written correspondence if needed.
• Must be able to work in a team environment. Must be culturally competent to work with diverse populations and interact with others.
• General office skills including filing, organizing, and scheduling.
• Maintain confidentiality of information. Knowledge of federal HIPPA laws.
• Must be punctual and flexible.
• Must be able to travel between Village and other sites.
• Physically able to perform the essential functions of the position, with or without reasonable accommodations.
  
  

Benefits

As a Village employee, you should feel confident that your health and well-being is one of our highest priorities.

We offer eligible employees and their dependents comprehensive, flexible benefits.

https://thevillage.org/careers/our-benefits/

Keyword: Admin Assistant, Non-profit, Clerical, Coordinator, Non- Profit