Administrative Assistant (52430)

Westcare

1d • Onsite

About The Position

To provide administrative support to all treatment programs, as required.

Requirements

• Bachelor’s degree preferred
• At least 3-5 years of administrative and secretarial procedure experience.
• Proficient in Microsoft Office programs.
• Demonstrate ability to interpret policies and procedures.
• Type at least 50 wpm.
• Work independently.
• Must have a working knowledge of general office procedures.
• Strong organizational skills and good follow-up skills.

Responsibilities

• Drafting and editing correspondence, memos and forms.
• Duplicating materials as needed.
• Distributing faxes.
• Maintenance of a filing system.
• Setting up databases.
• Preparing reports, Daily Population Sheets, etc.
• Refer incoming calls to appropriate staff, fill-in message form completely and distribute messages according to established procedure.
• Screen, receive and greet office visitors and direct to the proper staff.
• Answer non-technical inquiries regarding general information about programs.
• Responsible for maintaining an inventory and distributing office supplies monthly.
• Prepare and maintain standard operating procedures manual for programs.
• Manage ordering and purchasing of supplies, food, work and service orders.
• Prepare and process all check requests for program purchases.
• Maintain Petty Cash - managing requests for petty cash, receipts, reconciliations and reimbursements.
• Accounts Payable - Process all vendor invoices, credit card expenses etc. using proper Village VIPIR/WestCare protocol.
• Prepare and make agency deposits.
• Prepare Deposit Summary forms.
• Prepare weekly express mail packet to be sent to WestCare Accounting Department every Friday.
• Maintain and update accounting department files.
• Maintain an accounting procedure manual.
• Update as tasks are revised.
• Accounts Receivable – Prepare and process invoices for payment, making the necessary adjustments.
• Maintain invoice summary report for all programs.
• Prepare billing for Treatment fees and Halfway house rent and record all payments received.
• Monitor progress of repairs to the Facility.
• Follow-up with maintenance department to ensure maintenance work is completed.
• Assist with monitoring of clients by following Therapeutic Community processes.
• Work with Food Services Department enforcing food service protocols for maintaining food supply inventory and menus.
• Maintain inventory of all equipment, furniture, and fixtures for programs.
• Perform other duties as required by Supervisor.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level