Administrative Assistant (52430)

WESTCARE INC•Christiansted, VI

3d•$17 - $17•Onsite

About The Position

To provide administrative support to all treatment programs, as required. This role involves a variety of secretarial and administrative duties, including managing correspondence, maintaining filing systems, preparing reports, handling inquiries, managing office supplies, and assisting with accounting and facility maintenance tasks. The position requires strong organizational skills, proficiency in Microsoft Office, and the ability to work independently in an office or residential treatment setting.

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.
Referring incoming calls to appropriate staff, filling in message forms completely and distributing messages.
Screening, receiving, and greeting office visitors and directing them to the proper staff.
Answering non-technical inquiries regarding general information about programs.
Maintaining an inventory and distributing office supplies monthly.
Preparing and maintaining standard operating procedures manual for programs.
Managing ordering and purchasing of supplies, food, work and service orders.
Preparing and processing all check requests for program purchases.
Maintaining Petty Cash, including managing requests, receipts, reconciliations, and reimbursements.
Processing all vendor invoices, credit card expenses, etc. using proper Village VIPIR/WestCare protocol.
Preparing and making agency deposits.
Preparing Deposit Summary forms.
Preparing weekly express mail packet to be sent to WestCare Accounting Department every Friday.
Maintaining and updating accounting department files.
Maintaining an accounting procedure manual and updating it as tasks are revised.
Preparing and processing invoices for payment, making necessary adjustments.
Maintaining invoice summary report for all programs.
Preparing billing for Treatment fees and Halfway house rent and recording all payments received.
Monitoring progress of repairs to the Facility and following up with the maintenance department.
Assisting with monitoring of clients by following Therapeutic Community processes.
Working with the Food Services Department enforcing food service protocols for maintaining food supply inventory and menus.
Maintaining inventory of all equipment, furniture, and fixtures for programs.
Performing other duties as required by Supervisor.