What are the responsibilities and job description for the Administrative Assistant position at UNITED COUNSELING SERVICE OF BENNINGTON COUNTY INC?
Job Details
Description
Why Join UCS:
For over 65 years, UCS has been providing exceptional and thoughtful care to individuals and families in our community through programs, services, and educational opportunities. Our staff includes positions such as administration, clinicians, nurses, teachers, case managers, psychiatrists, and direct support providers who work within our 15 facilities to support over 3,000 individuals annually. We are proud to be part of Vermont Care Partners, a network of sixteen agencies that provide mental health, substance use disorder, and developmental-disability services and supports in every county in Vermont. We are looking for team players to join us in making a difference in the lives of others and building a stronger community.
UCS Offers Generous Benefits
- Competitive pay
- Generous paid time off
- Medical, dental, and vision insurance
- Retirement plan with employer match
- Employer paid life insurance
- Employer paid short term and long term disability insurance
- Employee Assistance Program
- Career development opportunities
- Free clinical supervision towards licensure
- Loan repayment and tuition assistance program
- Award winning worksite wellness program
- An inclusive workplace supported by an active Diversity, Equity, Inclusion, and Belonging committee.
- Rewarding experience making a difference in the community.
We believe a dynamic and inclusive workforce will strengthen our organization and enhance the services we provide. Therefore, it is our goal to hire a diverse workforce and cultivate a culture where our employees feel accepted and included, hold a valued place within our organization and are equally able to contribute to their fullest extent, assisting in fulfilling our mission of building a stronger community.
Qualifications
The Administrative Assistant is the Agency liaison to vendors and processes all requisitions for purchases, and places orders assuring cost containment. The Administrative Assistant is responsible for contract/grants coordination and the clerical requirements of the Director of Finance. Provides limited clerical support to the Facilities and Safety Administrative Manager as assigned.
MAJOR RESPONSIBILITIES:
PURCHASING: Receives all requisitions and promptly places orders for authorized items by issuing purchase orders either by phone, email, online, or in person to those vendors whose prices are most favorable. Keeps accurate records of outstanding orders in addition to all orders received. Checks the condition of all shipments received and resolves problems in a timely manner. Also distributes materials to the appropriate parties. Completes credit applications. Provides new staff with orientation specific to purchasing procedures. Is responsible for neat, accurate correspondence relative to purchasing issues and maintains electronic files.
CONTRACTS/GRANTS MANAGEMENT: Oversees the timely and accurate formulation, revision, and implementation of agency contracts, grants, and leases, exclusive of those of Human Resources. Coordination of renewals with appropriate signatures as well as the maintenance of related electronic files and routine correspondence are expected. Facilitates required insurance certificates as an integral part of this process.
ADMINISTRATIVE: Prepares and maintains both paper and electronic files. Types and transcribes dictated and/or handwritten materials (i.e. memos, correspondence, agency forms, etc.) Electronically file and photocopy materials as needed. Performs other duties as requested for a smooth, efficient workflow. Provides clerical support to the Facilities and Safety Administrative Manager as defined and required. May occasionally serve as back-up support to the Executive Director in the Executive Assistant’s absence.
OTHER:
- Monthly OIG check for Businesses and their owners, and Shared Living Providers.
- Report monthly Symquest meter readings on copiers, schedule servicing, and order supplies for all locations.
- Maintain Record of Invoices for the Facilities Department and process requisitions/purchase orders in a timely manner.
- Schedule agency credit cards, both UCS and UCH. Also, Hannaford, Price Chopper, Home Depot, and Walmart.
- Maintain and activate/deactivate agency pagers as necessary.
- Keep local businesses informed of staff changes on our Facilities Dept. accounts.
- Liaison with insurance agencies for special events which require COI’s. Also, acquire COI’s for state and federal agencies for annual reporting purposes.
- Write grants for small projects/renovations, as requested.
REQUIRED QUALIFICATIONS: Associate degree in accounting preferred, or 2 - 3 years relevant experience. Computer skills required.
Salary : $26
