Administrative Assistant
About The Position
Vocational Guidance Services (VGS) changes lives and strengthens our communities through services that educate, empower, and provide the opportunity to earn a paycheck! VGS is a highly acclaimed, successful, private, not-for-profit 501(c)(3) vocational rehabilitation agency with over 135 years of dedicated experience serving persons with disabilities or other barriers to employment. We have a new opportunity available for an Administrative Assistant that will be responsible for performing the following duties. Assist with administrative tasks including, maintaining compliance of case files for all Voc Hab participants at East 55th St. location and community-based sites (Group Employment, CCEE and Beyond Life Skills) to meet agency accreditation and referring agency standards. Help to maintain compliance of participant files in VGS’ on-line case management database. Participate in the case file review for CARF and Medicaid. In the case of scheduling conflicts or last-minute call offs, the Administrative Assistant will be expected to step in and provide coverage. Investigate and provide leads for community-based partners that align with program participants’ vocation goals, interests, aptitudes, skills and limitations for community outings and community-based worksites. Attend the weekly Sales Meeting and track opportunities in the Sales Teams spreadsheet Manage the community-based activities calendar for Vocational Habilitation and Adult Day services for assigned programs Assist in planning and organizing special events for participants as needed Update and maintain bulletin boards as needed Maintain a positive work atmosphere by behaving and communicating in a manner that gets along with customers, vendors, clients, program participants, co-workers, and supervisors. Complete special projects assigned by managers, directors or executive leadership to support agency operations and future planning Accept all incoming calls to the agency’s main phone line and direct them to appropriate staff as needed. Maintain initial and annual Medicaid mandated professional development for coverage.
Requirements
- Bachelor's degree from four-year college or university preferred; and one-year related experience and/or training; or equivalent combination of education and experience.
- Demonstrated interpersonal and communication skills (both verbal and written).
- Ability to efficiently and accurately use Microsoft Word, Excel, PowerPoint and Teams as part of routine, day-to-day job responsibilities.
- Ability to travel between multiple work locations as needed, including covering call-offs at other sites on short notice; access to reliable transportation is required.
Responsibilities
- Assist with administrative tasks including, maintaining compliance of case files for all Voc Hab participants at East 55th St. location and community-based sites (Group Employment, CCEE and Beyond Life Skills) to meet agency accreditation and referring agency standards.
- Help to maintain compliance of participant files in VGS’ on-line case management database.
- Participate in the case file review for CARF and Medicaid.
- In the case of scheduling conflicts or last-minute call offs, the Administrative Assistant will be expected to step in and provide coverage.
- Investigate and provide leads for community-based partners that align with program participants’ vocation goals, interests, aptitudes, skills and limitations for community outings and community-based worksites.
- Attend the weekly Sales Meeting and track opportunities in the Sales Teams spreadsheet
- Manage the community-based activities calendar for Vocational Habilitation and Adult Day services for assigned programs
- Assist in planning and organizing special events for participants as needed
- Update and maintain bulletin boards as needed
- Maintain a positive work atmosphere by behaving and communicating in a manner that gets along with customers, vendors, clients, program participants, co-workers, and supervisors.
- Complete special projects assigned by managers, directors or executive leadership to support agency operations and future planning
- Accept all incoming calls to the agency’s main phone line and direct them to appropriate staff as needed.
- Maintain initial and annual Medicaid mandated professional development for coverage.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
