Administrative Assistant - Butler County

Description

JOB SUMMARY

The Administrative Assistant performs general clerical duties; which may be required but not limited to answering phones, basic computer functions, typing, scanning, copying, and delivering mail. Additionally, they will have the responsibility of maintaining the electronic record for each child receiving Rainbows United, Bright Beginnings services.

ESSENTIAL JOB FUNCTIONS (RESPONSIBILITIES:

· Provides support to administrative staff as assigned.

· Answers phones, and transfers to appropriate staff.

· Copies, and scans documents.

· Compiles and distributes monthly reports.

· Enters referrals into the state database and Myevolv.

· Enters data daily to the state database for the Individualized Family Service Plans, including initial, annual and review plans.

· Exits clients from services through the state and Myevolv databases.

· Works closely with Records Specialists at Rainbows main administrative office to ensure that doctor’s orders and insurance information are entered into the system.

· Ensures state database is correct and up to date at all collection points as assigned by the state.

· Complies with agency and departmental policies and procedures.

· Performs other tasks assigned and attends necessary meetings.

QUALIFICATIONS:

· High School Diploma or GED.

· Minimum of 1-2 years’ office and database system experience.

· Reliable transportation for occasional travel to other Rainbow sites for meetings, training, etc. (paid mileage)

· Experience in case records/medical records preferred but not required.

SKILLS:

· Ability to deal effectively with public and co-workers in a professional manner.

· Able to work independently and in a team environment.

· Excellent organizational skills and attention to detail.

· Excellent written and verbal communication.

· Excellent people skills.

· Ability to perform work tasks within the physical demand requirements as outlined below.

FLSA CLASSIFICATION: Non-Exempt

STATUS: Full-time, Monday through Friday

WORK PACE: Self-paced, requiring the ability to think and act quickly and efficiently in a fast-paced, demanding work environment.

WORK ENVIRONMENT: This position operates in a professional office environment, utilizing standard office equipment.

PHYSICAL DEMANDS:

May require frequent extended workdays. Requires some travel between RUI sites, other community agencies and throughout the state.

Sitting: 6 - 7 hours in an 8-hour work shift; may occasionally alternate to standing or walking.

Standing: 1 - 2 hours in an 8-hour work shift. Alternates to sitting on a frequent basis

Walking: 1/2 - 1 hour in an 8-hour work shift.

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FREQUENCY: Never = 0% Rarely = 1 - 10% Occasionally = 11 - 33% Frequently = 34 - 66% Continuously = 67 + %

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LIFTING :

WEIGH FREQUENCY OBJECTS

1 - 10 lbs. Frequently Books, supplies and files.

11 - 20 lbs. Occasionally File boxes and copy supplies

20 - 35 lbs. Rarely Equipment and boxes of supplies.

CARRYING :

WEIGHT FREQUENCY OBJECTS

1 - 10 lbs. Frequently Books, supplies and files.

11 - 20 lbs. Rarely File boxes and copy supplies

20 - 35 lbs. Rarely Equipment

Bending: Rarely

Squatting: Rarely

Kneeling: Rarely

Climbing: Rarely - stairs (Frequently for multi-level facilities)

Grasping: Frequently

Reaching: Occasionally

Fine Manipulation: Continuously

Driving: Occasionally