Administrative Assistant (52430)

Position Summary:

To provide administrative support to all treatment programs, as required.

Essential Job Functions:

• Perform secretarial duties for Program as requested including:
• Drafting and editing correspondence, memos and forms.
• Duplicate materials as needed
• Distributing faxes.
• Maintenance of a filing system.
• Setting up databases.
• Preparing reports, Daily Population Sheets, etc.
• Refer incoming calls to appropriate staff, fill-in message form completely and distribute messages according to established procedure.
• Screen, receive and greet office visitors and direct to the proper staff.
• Answer non-technical inquiries regarding general information about programs.
• Responsible for maintaining an inventory and distributing office supplies monthly.
• Prepare and maintain standard operating procedures manual for programs
• Manage ordering and purchasing of supplies, food, work and service orders. Prepare and process all check requests for program purchases
• Maintain Petty Cash.- managing requests for petty cash, receipts, reconciliations and reimbursements;

• Accounts Payable-
  • Process all vendor invoices, credit card expenses etc. using proper Village VIPIR/WestCare protocol
  • Prepare and make agency deposits. Prepare Deposit Summary forms.
  • Prepare weekly express mail packet to be sent to WestCare Accounting Department every Friday.
  • Maintain and update accounting department files.
  • Maintain an accounting procedure manual. Update as tasks are revised.
  • Accounts Receivable –
  • Prepare and process invoices for payment, making the necessary adjustments. Maintain invoice summary report for all programs.
  • Prepare billing for Treatment fees and Halfway house rent and record all payments received
• Monitor progress of repairs to the Facility. Follow-up with maintenance department to ensure maintenance work is completed.
• Assist with monitoring of clients by following Therapeutic Community processes.
• Work with Food Services Department enforcing food service protocols for maintaining food supply inventory and menus
• Maintain inventory of all equipment, furniture, and fixtures for programs.
• Perform other duties as required by Supervisor.

Essential Qualifications:

Certifications/Licenses:

Education:

Bachelor’s degree preferred, at last 3 -5 years of administrative and secretarial procedure experience. Proficient in Microsoft Office programs. Demonstrate ability to interpret policies and procedures. Type at least 50 wpm. Work independently. Must have a working knowledge of general office procedures. Strong organizational skills and good follow-up skills

Experience and Competencies:

Working Conditions:

• Work is primarily performed in an office or residential treatment setting; and
• Some outdoor activities may be required.