Administrative Assistant, Day Services
Administrative Assistant, Day Services
Posted on :
16-05-2025
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1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
16-05-2025
Job Description
JOB TITLE: Administrative Assistant Day Services
DEPARTMENT: Day Services
REPORTS TO: Director Day Services
DATE: January 2024
Hours: Monday Friday 8 am 4 pm
Non union
salary non exempt
Summary
Provides administrative support to the Director of Day Services and may provide support to other management within day services. Responsible for administrative oversight of tracking systems and schedules for the day services function. Oversees the Day Habilitation Support Plan tracking system and process ensuring notification to teams regarding due dates. Assists with the administrative management of the quarterly progress review system.
Essential Job Functions
- Creates edits distributes and maintains correspondence and other documents as assigned.
- Maintains and utilizes Day Services databases
- Performs other administrative duties as requested including copying distribution and mailings.
- Administers tracking system for Day Habilitation Support Plan process including monitoring compliance with timelines for Rehab Service Need Assessments Day Hab Support Plan meeting documentation Monthly Review of Treatment and Goals Quarterly Progress Reviews by Interdisciplinary Team Monthly Nursing Notes and Annual Nursing Assessments.
- Inputs DHSP goals on Daily Data Sheets copies and disseminates same to Program Supervisors and Developmental Specialists.
- Provides reminders to Clinical Staff and Coordinators regarding required documentation and tracks documentation as it arrives provides report to Director regarding missing documentation for follow up.
- Makes copies of all required DHSP documentation and tracks and forwards same to appropriate parties including DSS families guardians etc.
- Assists Day Habilitation Nursing Manager with all monthly nursing documentation including coping medication and treatment administration logs filing completed documentation in individuals clinical record copying and filing medication side effect sheets.
- Maintains organized documentation required for OQE & CARF Accreditation and Medicaid audits.
- Formats revised Day Services policies and procedures and disseminates changes to appropriate parties maintains master policy and procedure manual and provides copies as needed.
- Provides copies of attendance sheets weekly collects completed rosters weekly enters billing attendance for both DDS Funded and Masshealth funded clients then copies and forwards to the Director for review.
- Copies lesson plans and maintains program binders for every group/activity offered.
- Assists in preparation of petty cash reconciliation documentation for all day habilitation accounts prepares for final review copies documentation and forwards to Business Office monthly
- Maintains sufficient levels of office supplies for the program adhering to agency purchasing policies and practices; collates all office supply orders and prepares for Directors review inventories received supplies and distributes to appropriate person.
- Occasional local travel may be required.
Qualifications
To perform this job successfully the incumbent must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.
Education and Experience
- High school education or GED equivalent is required. A business related college degree is preferred.
- Superior communication interpersonal and multitasking skills as well as the ability to handle highly confidential information and work well with minimal supervision.
- 3 years of related administrative experience is required.
- Preference will be given to applicants with experience working in an administrative capacity in a human services environment.
Computer Skills
Basic demonstrated skill using Microsoft Office is required.
Analytical Skills
Demonstrated ability to problem solve handle emergencies and successfully manage several projects simultaneously.
Language Skills
Mastery of the English language required as demonstrated by the ability to read and write instructions ability to read analyze and interpret filed and/or professional journals policy and procedure manuals and governmental regulations. Strong interpersonal skills and the ability to respond to common inquiries or complaints from Individuals families staff or the general public. Strong ability to comprehend and follow verbal/written instructions write reports business correspondence and procedures.
Mathematical Skills
Must have the ability to add subtract multiply and divide all units of measure using whole numbers common fractions and decimals. Must have the ability to compute rate ratio and percent and to interpret bar graphs.
Reasoning Ability
Must be able to apply common sense understanding to interpret and carry out a variety of instructions furnished in written oral diagram or schedule form. Must have the ability to solve practical problems involving several concrete variables in standardized situations
Certificates/Licenses/Registrations
Valid Drivers License Required
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job the employee is regularly required to talk or hear and is frequently required to stand walk sit; use hands to finger handle or feel and reach with hands and arms and climb. The employee is occasionally required to stoop kneel crouch or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision distance vision peripheral vision and the ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job the employee is occasionally exposed to outside weather conditions. The noises level in the work environment is usually moderate.
This job description is not allinclusive and does not state or imply that these are the only duties to be performed by the incumbent. The incumbent is required to follow/perform any job related instruction/duty/project as directed by their immediate supervisor.
Employment Type
Full Time
Key Skills
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