JOB TITLE: Administrative Assistant/Office Assistant
IMMEDIATE SUPERVISOR: Human Resources Specialist
PRIMARY LOCATION: Richmond, Virginia
Duties and Responsibilities:
Administrative Assistant/Office Assistant will assist the Director of Operations. The administrative duties/office assistant include: answering the telephone and taking messages, filing, making copies, maintaining & creating personnel folders/binders and document tracking. Duties also include: taking inventory, mail distribution, data entry/organization, creating spreadsheets & training schedules, and any other duties necessary to ensure the office runs efficiently. It is very important that the Office Assistant/Administrative Assistant maintains a professional demeanor and appearance with customers, employees and providers.
1. The Administrative Assistant/Office Assistant should have full responsibility for maintaining the Provider and Backup files.
- Transfer data from paper formats into computer files or database systems using keyboards, data recorders, or optical scanners
- Working knowledge of office equipment and computer hardware
- Administrative Assistant/Office Assistant is to audit Provider and Backup files monthly for required documentation that needs to be updated such as Insurance, PPD, and Driving Record etc.
- Office Assistant/Administrative Assistant is to notify (in writing) the Program Coordinators of upcoming expirations of these items. Notification must be given to the Program Coordinators early enough that they can secure the renewals before there is an expiration. Thirty (30) days prior to expiration should be adequate.
- The Office Assistant/Administrative Assistant will contact the Providers to secure the renewed documentation and file them.
- The Administrative Assistant will be responsible for all filing in the folders of the Providers or Backups.
- Office Assistant will update existing data in various computer software (Theraps, Excel, etc).
- The Administrative Assistant/Office Assistant is responsible for maintaining a spreadsheet showing where each Provider, Back-up, and prospective (potential providers) stands with trainings and certifications (driving record, PPD, Insurance, etc.). Spreadsheet should be current and accurate every day.
- Maintain confidentiality
- Assist with intake process for all new staff orientation.
- Retrieve data from the database or electronic files as requested
- Comply with all HIPPA and Serenity C & C Inc. policies and procedures.
- Purged and Discharged files are to be maintained by the Office Assistant/Administrative Assistant. It will be the responsibility of the Program Coordinators to prepare such files for storages and have them in the appropriate accordion folders. Such files should be typed rather than handwritten.
Knowledge, Skills, and Abilities:
- High school degree or equivalent
- Some extensive experience with administrative work preferred
- Proven experience with data entry
- Excellent knowledge of word processing tools and spreadsheets (MS Office Word, Excel, SharePoint, etc.)
- Good oral and written communication skills; fast typing skills preferred
- Basic understanding of databases; Knowledge of Theraps system is strongly preferred
- CPR/First Aid required
The successful completion of a criminal history and child registry background are required.
Serenity C&C Inc. is an EOE employer.
Pay: From $17.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
