Administrative Assistant - Salem, United States - Bass River, Inc.

Description

QUALIFICATION:

High School graduate with minimum of (3) business courses or one year experience in office procedures, word processing, filing, answering phones, and familiarity with office machines.

RESPONSIBLE TO:
Program Director and Business Manager


SUMMARY:
The Administrative Assistant position is responsible for the day-to-day record keeping as indicated by the Program Director.

General responsibilities include but are not limited to answering telephones, word/data processing, filing, petty cash management, providing requested documentation of Social Security, the Department of Developmental Services and Mass health, DOL etc., tracking and ordering office supplies, and provide staff substitution as requested.

Office Duties:

• To answer telephone in a professional and pleasant manner, screen calls, take/deliver messages.
• Manage biweekly payroll for program participants to include weekly data entry, creation of production processes, and other reports as indicated, and the updating of wage information.
• Provide individual wage information to Social Security, Guardians, and Service Coordinators upon request.
• To collect all data needed to accurately prepare and send invoices for vocational services delivered monthly.
• Manage program petty cash system to insure good standing balances and receipts.
• Inventory equipment, monitor and order office and program supply monthly or as requested.
• Coordinate articles and include participants in the development of quarterly program newsletters.
• Prepare weekly Day Hab/DDS/Transportation attendance sheets to distribute to programs and accurately enter units in excel spreadsheet and/or online programs.
• To open and distribute incoming agency mail and deliver outgoing mail to the post office as needed.
• Validate invoices for payment, including tracking consultant hours.
• Reconcile and analyze income/labor data for contract work and mobile work crew jobs.
• Perform receptionist duties (ex. Greet visitors, vehicle maintenance, gas logs, and key controls special assignments) as requested.
• Monitor office appearance and equipment/coordinate repairs/service as needed and keep clean and neat.
• Report to Beverly Office as scheduled or requested to ensure continued cross training and provide administrative support as needed.
• Report to 335 Bridge minimum (1) one time weekly or as requested to ensure accuracy and collect all pertinent activity sheets, and attendance sheets while maintaining consistency between all programs.

Programmatic Duties:

• Update Individual Confidential files as necessary (i.e., guardian information, addresses, medications, side effects, etc.).
• Process Individual Behavioral data sheets weekly as needed or requested.
• Forward Incident, Human Rights committee, and other reports to appropriate parties as requested.
• Update addresses and phone list of staffing and room assignments as needed.
• Provide substitution in the program areas as requested, ensuring that the Human and Legal Rights of individuals are protected and reporting any violations to the Human Rights Officer.
• To integrate individuals into all job aspects whenever possible.
• Driving Individuals or agency vehicles as directed by supervisor is required.
• To support agency policies around individuals care including but not limited to protecting individual's human and legal rights and around personal issues and to report suspected violations to appropriate agency personnel.

Pay:
From $21.23 per hour

Expected hours: 40 per week


Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Salem, MA 01970: Relocate before starting work (required)

Work Location:
In person