Administrative Assistant, Community Services

Klingberg Comprehensive Program Services•New Britain, CT

1d•Onsite

About The Position

Under the direct supervision of the Director of Intensive Family Preservation and Director of Permanency Services, the Administrative Assistant supports each program in a professional manner, providing a variety of clerical services to assist the programs’ operations. The nature of this position does not require the exercise of authority, and results are best accomplished through sound presentation and tactful persuasion.

Requirements

High School diploma required.
Basic typing, data entry, MS Office and clerical skills.
Good organizational skills.
Skill, understanding, and professionalism dealing with telephone contacts and interpersonal relationships with staff members, clients, and the public.
Ability to manage receipts, disbursements, and invoices.
Ability to affirm the philosophies, policies, goals and heritage of the agency, together with the ability to apply these philosophies and goals constructively in the performance of duties.

Nice To Haves

1-3 years clerical experience preferred.
Familiarity with Excel, EHR systems, PIE, Google docs/sheets, preferred.

Responsibilities

Provides administrative support on a day-to-day basis to both Directors and staff members, as needed.
Data Entry in Credible, PIE, and Care4.
Process and document IFP referrals.
Collaborate with foster care nursing staff to schedule and confirm psychiatry appointments.
Assist to schedule and confirm IFP case reviews.
Supports preparation of files for state and accreditation audits.
Collects and processes all client and DCF satisfaction surveys.
Takes minutes for staff meetings and distributes to all staff members.
Maintains cleanliness and organization throughout the office spaces.
Retrieves mail, sorts and distributes incoming mail and packages.
Maintains office equipment (i.e. water cooler, copier, etc.).
Reconcile monthly Ramp expenditures.
Maintains inventory and orders supplies for the program.
Manage the IFP inventory and sign out process for therapeutic material, games and resources for staff to use in the field.
Serves as point of contact for staff requests from the Klingberg Closet and Family Pantry.
Facilitates practicing fire drills and lock down drills annually, completes quarterly Safety Checks (including once monthly at Meriden location).
Communicates with the agency fleet manager regarding vehicle maintenance/service needs, etc.
Maintain bulletin boards, staff recognition board.
Completes other duties as assigned.