Under the direction of Vista Care’s Area Director, the Administrative Assistant performs a variety of administrative duties to support Vista Care employees, individuals served, and outside agencies. The Administrative Assistant is the face of the agency and serves as the first point of contact with customers. The position helps customers by responding to questions related to the admission process, answering phone calls, responding to emails, and performing general clerical duties.The Administrative Assistant operates in a professional office environment and routinely uses standard office equipment. The Administrative Assistant supports Vista Care individuals to develop and maintain a high quality of life and to be as independent as possible and supports individuals to have a high satisfaction with services and supports.
Requirements
Behavior should be professional and consistent with Vista Care’s culture, mission, values, philosophy, and policies and procedures. Expectations include, but are not limited to :
- Being a positive role model for individuals, employees, co-workers, and management. Represent the company in a professional manner.
- Comply with company policies and procedures, including, but not limited to Introductory Training Period, Attendance, Workplace Safety, Employee Appearance and Hygiene, Abuse / Neglect / Exploitation, Rights and Grievance for Individuals in Services, Equal Employment Opportunity, and Harassment
- Treating employees, management, and individuals with dignity and respect, including honest and respectful communication
- Does not engage in activities other than official business during work hours
- Contributing to a harmonious working environment, and maintaining good working relationships with co-workers, management, individuals, outside agencies, and others with whom the Administrative Assistant may come in contact.
Assist Vista Care Operations, Clinical, individuals, and external agencies. Responsible for assisting with referrals for admission, which includes, but is not limited to :
Assist Area Directors with updating the MCO portals with current vacancies at any of the Vista Care locationsMonitor the referrals email and phone calls. Respond to all emails and phone calls timelyTrack all referrals and Funder information on the Wisconsin Referral Tracker and consistently update the referral trackerAssist the Area Director with gathering information to complete the assessment processAssist clinical departments (Nursing and Behavioral) in collecting information to complete the assessmentAssist the Area Director with scheduling the assessmentsAssist the Area Director with completing admission paperwork and ensuring all paperwork is completed and stored in the appropriate electronic folderAssist the Marketing Department with updating the information for flyersAssist all Vista Care employees (current and potential), individuals, and affiliates. Responsibilities may include but is not limited to :
Answer multiple phone linesMaintain office equipment, phones, and suppliesResponsible for all scanning and storing documentsSupports various departments during company trainings and meetings, including ordering and picking up meals / snacks, copying training / benefit packets as needed, etc.Distribute paychecks and miscellaneous memos.Orders, prepares, and distributes company greeting cards, including trips to the post office.Maintains company forms - electronic and paper.Prepares office for daily operations, including but not limited to, cleaning counters and work area, emptying trash as needed, distributing snacks, making coffee, and completing supply inventory for each assigned location.Greets and supports all incoming traffic (walk-ins, appointments, phone calls) with professionalism and assists with the new hire process.Additional administrative duties may include but are not limited to :
Organizes and maintains employee personnel filesAssist with onboarding activitiesTracking and monitoring data in Therap as assignedResponsible for scanning training records and storing documents in appropriate electronic folderAssist with new hire orientation and the creation of training schedules, as neededAssist with tracking and scanning of Comprehensive Community Services (CCS) and Community Recovery Services (CRS) staff trainingWork with local Counties to ensure CCS / CRS staff lists are updated regularlyAssist the Director with compiling, organizing, and filing “fact finding” investigation paperworkMaintain regular office hours, with some evening / weekend work possibleAssist with Home Audits as requested / assignedSupport in fleet management, scheduling of routine maintenanceCoordinate and assist with submission of certification / recertification documentsProvide other additional support to operations, as requested by Area DirectorProvide rep payee responsibilites, as directed by the Area Director.Prompt and regular attendance is a requirement. Report to work on time, and if unable to report to work, or if there is a need to come to work late or leave early, follow Vista Care’s approval policy. Requirements may include, but are not limited to :
Notifying your supervisor by telephone (not voicemail or text message) when you first anticipate not being able to work, orNotifying your supervisor by telephone no less than 3 hours prior to the start of the shift if you are going to be unable to work, or are going to be lateGetting prior approval before leaving early from your regularly scheduled shiftIn the time keeping system, accurately recording time worked and time off as well as providing approval to personal timecard upon completion of of each pay periodADDITIONAL RESPONSIBILITIES
Attend trainings applicable to positionMaintain certifications required for positionMINIMUM QUALIFICATIONS
Complete required initial and ongoing training requirements within Vista Care and State required timeframes and meeting required competency levels. Training includes, but is not limited to :
New Hire OrientationSuccessful completion of Wisconsin AFH and / or CBRF courses as required by the assigned program(s)Additional training per year as required or as scheduledEducation and Experience
High School diploma or equivalentMinimum of 3 years working in human services, preferably with adults or children with disabilitiesAdditional Requirements
Required to pass the WI BID and other background checks, upon hireMust have a valid driver’s license, proof of insurance, and insurable driving record that meets Vista Care’s current driving requirementsE-Verify verification must be completedMust have good interpersonal skills and consistently demonstrate effective decision-making abilitiesPersonal vehicle and personal liability insurance must always remain current and within policy limits as determined by Vista Care. Documentation of routine maintenance of a personal vehicle must be maintained and presented to Vista Care upon requestKnowledge Skills and Abilities
Fluency in oral and written EnglishProficient in MS Office and Business Google including the ability to effectively use electronic documentation software and office / IS equipmentSpecial Skills / Training / Certifications
Current TB Test and pre-employment physicalCurrent Crisis Prevention Institute training as neededBenefits
Health, Dental, & Vision InsuranceGenerous PTO Policy401k PlanWork / life balanceIf you are interested in this position, please apply today! If you have any questions about Vista Care or this position, please reach out at the number or email below.
Please reach out to :
Vista Care Recruiting
Ph : 920-694-1130, option 1
Email : recruiting@vistacare.org
Website : www.vistacare.org
Vista Care is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
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