Administrative Assistant

JOB TITLE: Administrative Assistant Childrens Services and FNC Day Program

DEPARTMENT: Childrens Services and FNC Day Program

SUPERVISORS TITLE: Director of Childrens Services and Director of FNC Day Program

POSITIONS SUPERVISED: None

JOB STATUS: Full-Time Non-Exempt

Schedule: Monday-Friday: 8am-4pm

Summary:

Provide effective and efficient administrative clerical fiscal recordkeeping and program support for Fairmont Neighborhood Centers Childrens Services and FNC Day Program. This position supports staff clients funders stakeholders vendors and the general public while maintaining accurate records confidential client files billing documentation databases reports and office systems. The Administrative Assistant also supports agency planning safety compliance and overall operational needs.

Key Responsibilities:

Perform day-to-day reception clerical administrative and fiscal functions for Childrens Services and the FNC Day Program

Create reports forms newsletters correspondence and other documents as requested

Receive inform and direct office visitors in a timely courteous accurate and friendly manner

Maintain office supplies and ensure office equipment remains stocked and operational

Prepare billing statements and track billing activities

Review and submit First Steps billing for accuracy and completeness including ICD-10 codes provider and parent signatures location codes visit codes and other required billing information

Manage and maintain petty cash for Childrens Services and track requisitions for Childrens Services and ADA/ACCESS

Record and maintain meeting minutes for staff meetings and other meetings as assigned

Maintain Medicaid records and other program-specific documentation

Transfer data to computer spreadsheets and maintain accurate program databases

Develop and maintain employer client program and other required filing systems

Maintain the confidentiality and security of client and agency records

Ensure paperwork is filed promptly and that files are complete accurate and up to date

Log required documents into tracking spreadsheets as part of the filing process

Maintain other filing and recordkeeping systems as needed

Participate in agency committees and task forces to support quality improvement and effective agency operations

Monitor building safety and security procedures and drills

Refer building and grounds maintenance needs to appropriate personnel

Complete all other duties as assigned by the supervisor

Qualifications & Skills:

Familiarity with Microsoft Office applications required

Strong organizational and administrative skills

Ability to manage clerical administrative fiscal and recordkeeping functions accurately and efficiently

Strong written verbal and electronic communication skills

Word processing and spreadsheet knowledge and experience

Ability to maintain accurate databases records reports and filing systems

Ability to handle confidential information professionally and ethically

Ability to interact effectively with staff clients vendors funders stakeholders employers and the general public

Ability to respond empathetically to individuals served

Physical & Work Requirements:

Constant visual motor skills

Constant manual skills

Frequent sitting

Occasional walking bending reaching lifting/carrying climbing steps and standing

Occasional local travel

Must have access to and the ability to operate a motor vehicle

Valid drivers license and proof of vehicle liability insurance required

Certifications & Training Requirements:

Successful completion of all required training competencies specific to the position

Acquire and maintain CPR certification

Acquire and maintain First Aid certification

Acquire and maintain Bloodborne Pathogens certification

Acquire and maintain CRT (Certified Restraint Training) certification

Additional Information:

For more information regarding the position you may contact Deanne Woods at

Rauch is a Drug-Free Workplace an Equal Opportunity/Affirmative Action Employer and strong advocate of workforce diversity including individuals with disabilities and veterans

Education/Experience Requirements:

High school diploma or equivalent

Minimum of two years of office experience