Job Order Detail

Description

This position is the first point of contact for admin support at multiple locations resulting to location and hour change at the Last minute.

The Office Assistant provides administrative support by generating and distributing correspondence, assisting with the management of participant admissions, transfers, discharges, and reports. The Office Assistant manages the reception area for the administrative building and directs inquiries to the appropriate person or department. The Office Assistant manages the filing system including; filing, tracking files, and archiving. The Office Assistant is responsible for invoicing and securing Client payments.

Duties and Responsibilities

Services
* Answer and direct calls on main switchboard.
* Process incoming and outgoing mail
* Books facilities and meals for agency training.
* Responsible for sending and updating agency training Outlook invitations.
* Assists Group Living/Supported Living Directors with administrative duties relating to large meetings and/or workshops.
* Prepare and maintain participant files.
* Manage participant filing system including; filing, tracking files, and archiving.
* Enter and update participant information, including processing, tracking, and recording referral memos, admissions, transfers, discharges, and reporting in applicable databases
* Obtain authorization for purchase orders and invoices. Process, distribute, and track purchase orders and forward to accounting or external providers.
* Develop, maintain, and update documentation and correspondence such as; reports, letters, and forms. Complete all documentation clearly, accurately, and in a timely manner.
* Distribute agency reports, forms, and correspondence to the appropriate person, department, or external stakeholders.
* Ensure the reception area is tidy and presentable.
* Perform other related duties as assigned.