Care Management Assistant
About The Position
The Care Management Assistant provides comprehensive administrative and secretarial support to Social Services department leadership, handling routine clerical and administrative responsibilities to help ensure efficient office operations. The role requires strong communication, organizational, and project coordination skills, with the ability to manage multiple priorities with minimal supervision. Responsibilities include supporting leaders with communications, scheduling, meeting preparation and minutes, reporting, project and event coordination, expense and procurement processes, inventory and equipment, records management, staff guidance, and timekeeping administration. The position is scheduled for 8:00 a.m. to 4:30 p.m., Monday through Friday, with no weekends or holidays.
Requirements
- High school diploma or equivalent.
- Additional training acquired through work experience or formal education.
- 3–5 years of administrative, executive support, or office management experience.
- Proficiency in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint.
- Typing speed of at least 55 words per minute.
- Ability to operate and troubleshoot standard office equipment.
- Experience using GroupWise, Lawson, Kronos, or similar enterprise systems.
- Strong project coordination and event planning experience.
- Data analysis and reporting capabilities.
Nice To Haves
- Associate’s degree or completion of 2–3 years of college coursework in Business Administration, Office Administration, or a related field.
Responsibilities
- Answer, screen, and direct incoming phone calls; take messages and make appropriate referrals.
- Review and manage assigned correspondence, including email communications.
- Maintain executive calendars; schedule meetings and appointments and coordinate travel arrangements.
- Prepare meeting materials, attend meetings, take accurate minutes, and distribute meeting summaries.
- Track deadlines and bring critical dates to leadership’s attention.
- Draft and edit correspondence, announcements, reports, training materials, proposals, and recommendations.
- Compile, analyze, and organize data for operational reports; prepare presentations and committee and leadership review materials.
- Create narrative summaries and professional business communications.
- Support leadership-assigned projects and initiatives; research information and summarize findings in reports, spreadsheets, presentations, and graphs.
- Coordinate and execute onsite meetings, events, and departmental functions.
- Monitor departmental expenses, check expense allocations and policy compliance, and escalate concerns when necessary.
- Prepare purchase requisitions, check requests, and expense reports; process requisitions through Lawson or similar procurement systems.
- Manage office supply inventory and order supplies as needed.
- Coordinate maintenance and servicing of office equipment and facilities.
- Establish and maintain filing systems and departmental records, ensuring confidentiality and proper retention of sensitive information.
- Serve as a resource and mentor for junior-level administrative support staff, providing guidance on administrative processes and best practices.
- Monitor employee hours and attendance, process payroll corrections and timekeeping errors through Kronos or similar systems, and ensure compliance with timekeeping procedures.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
