ABLE Associates

Administrative Assistant Job at ABLE Associates in Assonet

ABLE Associates, Assonet, MA, US

Job Description

Our Client in Assonet, MA is looking for an Administrative Assistant

Job Summary:

The Administrative Assistant will be responsible for providing a range of administrative supports to the Director and the Assistant Directors of Adult Residential Services. This is a non-exempt position.

Essential Functions of Position:

Ensuring the scheduling and planning of day to day needs of the Director of Adult Residential Services
Coordinating medical appointments and scheduling as needed and maintaining appointments on calendar.
Confirm all medical appointments one (1) day prior to the actual appointment dates.
Scan, organize and distribute all HCP forms on the server within 24 hours of each appointment.
Organize, maintain and assist in the development of a variety of systems necessary to ensure the needs of the Adult Residential Programs are met.
Knowledge of Massachusetts, Washington DC, New Hampshire DDS, Rhode Island regulations and other licensing/funding sources as related to the Adult Residential Program.
Ensuring that interdepartmental correspondence generated by the Adult Residential Program is copied, mailed and filed as necessary.
Assist with set up and preparation of meetings for the Adult Residential Program, including attendance and taking meeting minutes as assigned.
Assist with the Purchase Order process.
Compile, complete and distribute completed Adult Residential Program schedules bi-monthly, or as needed.
Ensure that all individuals’ ISPs, behavior plans and emergency fact sheets are up to date.
Ensure all Adult Residential employees’ evaluations, mandatory trainings, certifications, licenses, registrations, and resumes are up to date and current copies are on file.
Coordinate contracted employees’ services with external agencies.

Track attendance for the program contracts as well as adult residential employees.
Complete varied administrative support tasks, such as copying, typing, filing, distribution of paperwork, etc…
Complete short and long-term special projects as needed (e.g. record audit).
Ensure follow-through on safety and hygiene reports, records audits and other specified tasks.
Attend a variety of trainings and in-services as related to the Adult program and residential supports and individual needs.
Assist with new program development and set-up as assigned.
Act as a liaison between all departments of the agency.
Represent the Director and Assistant Directors of Adult Residential Services at designated meetings as needed.
Maintains confidence and protects operations by keeping sensitive information confidential.
Cooperates and participate in internal investigations

Education/Experience Qualifications:
• High School Diploma or Associate Degree
• 1 year experience working as a team leader caring for people with intellectual/developmental disabilities.