Unit Assistant
About The Position
The Unit Assistant performs highly skilled administrative, supportive, and secretarial duties for staff and actively supports one or more units. The position works with minimal supervision and requires a high degree of independence and initiative. It provides general administrative support to Client Services, including maintaining records and databases, preparing correspondence and reports, coordinating meetings and specialty clinics, assisting clients with forms and resource information, and providing backup reception coverage. The role is a non-exempt, full-time position scheduled Monday through Friday, 8:30 a.m. to 5:00 p.m., for 37.5 hours per week. Local and regional travel, including overnight trips, is required. The work involves extensive sitting in office settings, meetings, and travel, as well as frequent walking and standing and occasional lifting up to 40 pounds, bending, stooping, reaching, and stretching. These physical requirements are subject to reasonable accommodation. The position is supervised by a Client Services Manager.
Requirements
- High school graduation or GED.
- Four years of office work experience, preferably in a social, medical, or human services environment, with demonstrated increasing responsibility; an associate degree in general business or a human-services-related field may substitute for one year of office experience, and a bachelor's degree in general business or a human-services-related field may substitute for two years.
- Ability to work with minimal supervision and exercise independent judgment and initiative.
- Ability to work as a team member and communicate information clearly by phone and in person.
- Ability to prioritize and organize work to meet multiple demands and deadlines, and remain flexible as schedules change.
- Ability to maintain confidentiality of client and organizational data and relate to the public and staff tactfully, concisely, and diplomatically.
- Typing speed of 55 words per minute, demonstrated by a typing certificate.
- Knowledge of office machines, including personal computers, copiers, fax machines, and calculators.
- Excellent English-language spelling, grammar, and punctuation.
- Extensive experience working in a Microsoft/Windows environment, including Word, Excel, and Access.
- Knowledge of SANDIS.
- Ability to travel locally and regionally, including overnight trips.
Responsibilities
- Prepare and distribute correspondence, reports, forms, meeting minutes, and informational packets.
- Enter information into the SANDIS database and perform extensive database entry and information retrieval.
- Maintain files, records, tracking and logging systems, the file storage area, and the master file of agency forms and documents.
- Coordinate and schedule meetings and appointments, and keep the Master Calendar current.
- Prepare letters requesting medical records for Service Coordinators.
- Complete complex filing and copying projects for staff.
- Create flyers, forms, mailing labels, and packets; proofread documents for accuracy.
- Organize specialty clinics, including coordinating dates, scheduling clients, preparing documents and rooms, making reminder calls, and relaying information to Service Coordinators.
- Assist clients with necessary forms at staff direction and provide resource information to clients.
- Assist Service Coordinators with arranging client transportation and out-of-area lodging.
- Manage bus ticket distribution and process and distribute unit mail.
- Provide general office support, including maintaining office machines, setting up video conferences, faxing documents, and preparing letters as requested.
- Provide backup reception coverage by greeting visitors professionally and directing phone calls.
- Research, gather, analyze, and report statistical information; complete forms and applications and tasks related to state and federal requirements.
- Respond to requests for information about agency services, policies, and procedures.
- Provide assistance in the absence of other unit members and perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
