Administrative Assistant II

Job Summary

Provides support under the direction of the Executive Director, Administrative Assistant I and other appropriate administrative personnel through information gathering, management of projects, and confidential administrative assistant duties. Is supervised and evaluated by the Executive Director.

Responsibilities and Duties

• Fulfills duties and responsibilities generally associated with the position of administrative assistant.

• Greets visitors and applicants to the Agency in a pleasant, professional, and attentive manner and notifies appropriate staff as necessary of the visitor and/or provides application for employment while following proper safety protocols.

• Answers incoming calls and transfers the calls to the appropriate staff in a pleasant and professional manner.

• Completes daily tasks for all Agency programs which may include but is not limited to: Individual Service Plans, individual assessments, test scores, information releases and Agency correspondence.

• Schedules the use of Agency conference rooms.

• May attend Board of Director meetings in the absence of the Administrative Assistant I, plus any other Board Committee meeting to record minutes.

• May assist with uploading Board packet in absence of Administrative Assistant I.

• Assists with the coordination of the enrollment and renewal of General Membership members on an annual basis.

• Assists with the coordination of the repair of and anticipates the replacement of office equipment in the main office. • Assists with and/or coordinates General Membership and Agency events and fund raisers.

• Assists with the preparation and publication of the Agency annual report and other Agency publications (e.g. brochures, business cards).

• Assists with the organization and placement of SDS (MSDS) sheets in the appropriate files.

• Assists in the maintenance and confidentiality (updating information and filing of data) of individual’s personal records (including Therap and HRST).

• May assist with the scheduling of the Community Room, room set-up and clean up for Agency and community events.

• Scans and places in individual’s files all documents (social/personal, medical, financial, nursing, etc.).

• Prepares annual releases on individual’s receiving services and mails to guardian for signature. Monthly tracking of releases that have not been returned and document all contacts to guardian, and notify the appropriate QIDP.

• Enters the data for an ICAP scoring, prints the end report, scans ICAP booklet and report and places in the individual’s file. Electronically submits ICAP scoring and report to staff and other agencies, as needed.

• Enters and maintains individual data in ROCS, Therap and HRST for all individuals relating to openings, closings and updates.

• Enters and maintains a mailing list of all individuals reflecting guardian(s) information, opening date, closing date, change in programs for service, residential placement, diagnosis, etc.).

• Completes all annual trainings as required.

• May be required to assist during emergency situations.

• Performs all other duties as assigned.