Basic Responsibilities:
1. Maintain strict confidentiality regarding client, employee, and agency information.
2. Complete monthly paperwork (i.e. Blood sugar levels form, blood pressure form and BM charts, etc.). Print out monthly paperwork and distribute this material to all sites.
3. Manage office, including the following.
a. receive and distribute paperwork (both client and staff)
b. receive and distribute financial packets
c. keep track of keys and keep key cabinet organized and up to date
d. monitor incoming and outgoing faxes
e. time stamp and distribute mail
f. order office supplies
g. answer incoming calls etc.
h. direct clients and staff visiting office to appropriate person to address their needs
4. Enter weekly information for the QA/QI monthly meeting
5. Manage and maintain purged files in an organized fashion.
6. Assist as needed to review and update all copies of the Policy Manuals and Medical Procedure Manuals to ensure their accuracy.
7. Maintain adequate amounts of all forms in the form file for use by the professional staff and DSPs.
8. Maintain office supplies and order as needed for office.
9. Miscellaneous duties including, filing, drafting letters & typing.
10. Maintain up-to-date lists of all management and administrative personnel including phone lists, organizational charts, Clients At-A-Glance, etc. Send up-to-date lists to all necessary persons.
11. Update client face sheets as needed, distribute to appropriate personnel, and file.
12. Copy, distribute, and maintain organized files of all client incident/behavior reports.
13. Organize and distribute the completed client schedules.
14. Assist HR Coordinator with reference checks, obtaining police/BMV checks, etc., as needed.
15. Fax behavior reports to behavior clinicians when distributing to internal staff.
16. Collect and check all client paperwork (e.g. trackers, count sheets, etc.) turned in at the end of the month to ensure that they are all turned in. If they are not turned in timely, call the responsible party to obtain them.
17. Check all internal incident reports (e.g. behavior, health observation, client injury, behavior) for appropriateness and notify Coordinator of reports that contain reportable information to ensure Coordinator is aware of them.
18. Track transportation cards and tokens and notify director when more need to be purchased. Give tracking record to director monthly.
19. Serve on Safety Committee as CLS representative.
20. Abide by compliance policy and meet requirements of compliance training as mandated by departmental requirements.
Qualifications:
1. High School Diploma or G.E.D.
2. Minimum of two years experience in secretarial duties and office management.
3. Excellent organizational and communication skills and ability to complete projects and duties with minimal supervision.
4. Experience in the health profession field preferred.
5. Experience with publishing software preferred.This position description is not an exhaustive list of responsibilities. Other duties may be assigned.
Additional Notes: Reports to Director of Community Living Services. Works closely with VP of Residential Services, CLS Coordinator, QDDPs, Managers, Benefits Coordinator, and Direct Support Professionals. EOE/M/F/Vet/Disability