Our Client in Assonet, MA is looking for an Administrative Assistant
Job Summary : The Administrative Assistant will be responsible for providing a range of administrative supports to the Director and the Assistant Directors of Adult Residential Services.
This is a non-exempt position. Essential Functions of Position :
- Ensuring the scheduling and planning of day to day needs of the Director of Adult Residential Services
- Coordinating medical appointments and scheduling as needed and maintaining appointments on calendar.
- Confirm all medical appointments one (1) day prior to the actual appointment dates.
- Scan, organize and distribute all HCP forms on the server within 24 hours of each appointment.
- Organize, maintain and assist in the development of a variety of systems necessary to ensure the needs of the Adult Residential Programs are met.
- Knowledge of Massachusetts, Washington DC, New Hampshire DDS, Rhode Island regulations and other licensing / funding sources as related to the Adult Residential Program.
- Ensuring that interdepartmental correspondence generated by the Adult Residential Program is copied, mailed and filed as necessary.
- Assist with set up and preparation of meetings for the Adult Residential Program, including attendance and taking meeting minutes as assigned.
- Assist with the Purchase Order process.
- Compile, complete and distribute completed Adult Residential Program schedules bi-monthly, or as needed.
- Ensure that all individuals’ ISPs, behavior plans and emergency fact sheets are up to date.
- Ensure all Adult Residential employees’ evaluations, mandatory trainings, certifications, licenses, registrations, and resumes are up to date and current copies are on file.
- Coordinate contracted employees’ services with external agencies.
- Track attendance for the program contracts as well as adult residential employees.
- Complete varied administrative support tasks, such as copying, typing, filing, distribution of paperwork, etc
- Complete short and long-term special projects as needed (e.g. record audit).
- Ensure follow-through on safety and hygiene reports, records audits and other specified tasks.
- Attend a variety of trainings and in-services as related to the Adult program and residential supports and individual needs.
- Assist with new program development and set-up as assigned.
- Act as a liaison between all departments of the agency.
- Represent the Director and Assistant Directors of Adult Residential Services at designated meetings as needed.
- Maintains confidence and protects operations by keeping sensitive information confidential.
- Cooperates and participate in internal investigations
Education / Experience Qualifications :
- High School Diploma or Associate Degree
- 1 year experience working as a team leader caring for people with intellectual / developmental disabilities.
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