Admirative Assistant
2 weeks ago
Description
Position Purpose: The Clerical Specialist provides clerical and administrative support to the counseling and management staff and is responsible for the daily administrative duties of the DUI program.
Part Time Afternoons M-Th 4:30-PM to 9:30PM & Saturday 8AM -12PM or Mornings. Could lead to FT
- Answering telephones, assisting callers as needed, including but not limited to forwarding of calls, taking messages, scheduling and re-scheduling client appointments.
- Reception duties including welcoming clients and scheduling various appointments such as, enrollment, reinstatements or make-ups of missed appointments.
- Making copies or filing, as directed.
- Ensuring that all office supplies and program forms are fully stocked at the end of each shift, on a daily basis.
- Prepare orders for forms and office supplies for the Manager.
- Open, date stamp and distribute mail daily.
- Process all outgoing mail on a daily basis.
- Track all court referrals, log if required and send appointment reminder letters/emails and calls.
- Enter all intakes and transfer-ins into MS Access Database on a daily basis.
- Type file labels and place files in assigned class/group.
- Monitor enrollment log books.
- Learn and use the computer finance system to check client balances.
- Accept payments in the manner prescribed in the A/R Policies and Procedures.
- Monitor transfer files, contacting agencies to ensure that clients follow appropriate transfer procedures. Log results in the progress notes.
- Prepare and email client notices.
- Handle calls and inquiries from the Courts, DMV and Probation in an efficient, courteous and professional manner
- Be responsible for maintaining the enrollment and completion log- books.
- Maintain an accurate log of all court referrals.
- Coordinate the servicing of copy machines.
- Attend staff meetings, as scheduled.
- Direct the disposition of sensitive and problematic situations to the attention of the Administrative Lead or Program Manager.
- Perform other duties as assigned.
Qualifications
Education/Experience: This is an entry level position - High School degree or equivalent level of conceptual skills, computer and office experience. office experience using Microsoft PC applications.. MS Word, Outlook, Access etc...
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