Administrative Assistant

Apis Services Inc•Quincy Township, PA

4d•$0 - $18•Onsite

About The Position

The position performs administrative, clerical, and technical functions for the facility. The Administrative Assistant will operate the telephone system, route incoming calls, and record and distribute messages accurately and professionally. They will greet and announce clients and visitors, compose routine letters, correspondence, memos, and reports, and maintain a confidential filing system for regulatory compliance. The role involves composing various daily, weekly, and monthly reports, typing and distributing reports to outside referral agencies, and assisting with general program/facility correspondence and client reports. Additionally, the Administrative Assistant will maintain staff schedules, update program/facility information, assist with mail distribution and supply ordering, complete data entry, and coordinate with individuals for office equipment repair. The position also includes assisting with the clerical intake process for clients, maintaining client files, and coordinating reports required by outside referral agencies. The Administrative Assistant will support the Abraxas philosophy and mission and demonstrate appropriate use of Safe Crisis Management techniques.

Requirements

High school diploma with business courses, plus four years of general secretarial experience OR Associate’s degree in business or related field, plus two years of general secretarial experience.
At least twenty-one (21) years of age
Must have a valid Driver's License
Physical exam that includes TB and drug testing.
Must pass both federal and state background checks which screen for crimes including, but not limited to drug related crimes, violent crimes, sexual abuse, domestic violence, child abuse, and repeated misdemeanors.
Satisfactory completion of background screening and applicable pre-employment checks, including but not limited to employment and/or personal reference and driving records.
Ability to work with computers and the necessary software typically used by the department.

Nice To Haves

Compassionate
Dependable
Patient
Team-Oriented
Service-Focused
Professional
Positive
Committed to Helping Others

Responsibilities

Operate telephone system, route incoming calls, and record and distribute messages in an accurate, timely, and professional manner.
Greet and announce clients and visitors to appropriate staff members.
Compose routine letters, correspondence, memos, reports, and other confidential information to assist appropriate supervisory and administrative staff members.
Maintain administrative filing system that provides access to specific information according to outside referral agencies to ensure regulatory compliance.
Compose various daily, weekly, and monthly reports as assigned.
Type and distribute monthly reports or correspondence via fax/mail to appropriate outside referral agencies to ensure regulatory compliance.
Assist with reports for general program/facility correspondence such as client reports, facility evaluation reports, policies and procedures, meeting minutes, and maintaining back up files.
Maintain appropriate staff schedules such as administrative and supervisory.
Maintain, record, and update program/facility information as appropriate such as training records, phone list, and policies and procedures.
Assist with the distribution of incoming mail and prepare outgoing mail.
Assist with supply ordering, distribution, and filing.
Complete data entry.
Contact appropriate individuals for repair and maintenance of office equipment.
Perform and assist in clerical intake process on clients, assist with maintaining client files, and include case affiliate for reporting purposes.
Coordinate and type all reports required by outside referral agencies such as clients and population reports and meet designated deadlines to ensure regulatory compliance.
Support the Abraxas philosophy and mission and promote the Seven Key Principles of care.
Demonstrate appropriate use of Safe Crisis Management techniques and skills.