Administrative Support Specialist

7 days ago

Vinita Park, Missouri, United States HOME OF HOPE Full time

Job Summary

We are seeking a highly organized and detail-oriented Administrative Support Specialist to provide administrative support to our Program Director, Program Coordinators, House Managers, and staff. As an integral member of our team, you will be responsible for providing exceptional support in various aspects of our operations.

Responsibilities

  • General Clerical Duties:
    • Provide administrative support for the Community Supports/Residential Programs, including telephone coverage, copier projects, mail handling, supplies control, and necessary communications internally and externally via letters, email, and distribution of policies and procedures.
    • Assist Program Coordinators in managing their schedules and handle calls from internal and external sources.
    • Set up and maintain suspense tickler files to track activities with specific deadlines, manage central files, and update contact lists as needed.
    • Purchase office supplies and equipment with approval from the Program Director, maintaining documentation.
    • Provide administrative support for monthly meetings, ensuring meeting rooms are prepared and set up appropriately for events and meetings, attend, take notes, transcribe, and distribute minutes.
    • Perform special projects assigned by Program Coordinator or designee.
  • Mileage and Reimbursement:
    • Track and record mileage, oil changes, DOA mileage, and trip summaries.
    • Determine billable mileage and submit it to finance.
    • Contact staff for current insurance and driver's licenses.
    • Notify Program Coordinators of questionable mileage in a timely manner.
    • Alert House Managers if mileage is not turned in, utilizing good customer service skills.
    • Ensure mileage is turned in on time and is accurate.
    • Alert Program Coordinators if there are issues with timeliness, neatness, etc.
  • Personal Money, Petty Cash, PEX Cards, Fuel Receipts:
    • Verify personal money and petty cash accounts to ensure accuracy.
    • Alert Program Coordinators if there are discrepancies.
    • Notify House Managers if funds are not turned in on time and alert Program Coordinators if this becomes a recurring issue.
  • Courier Services and Client Support:
    • Serve as courier for Claremore programs.
    • Pick up client personal money and petty cash.
    • Deliver client personal money and petty cash.
    • Deliver pay stubs.
  • General Job Duties:
    • Enter online incident reports.
    • Transcribe outcomes.
    • Fax/scanning DDS-5 forms and forward them to Program Coordinators for medical changes.
    • Assist Office Clinical Administrator (OCA) during staff training audits, locating in-service documents if needed.
    • Support staff when Program Coordinators are out of the office.
    • Help Program Coordinators review all in-services, ensuring they are up-to-date, especially for new hires and staffing changes between houses.
    • Order office supplies.
    • Filing.
    • Fax monthly paperwork for PT, nutrition, ETL, and other professionals.
    • Hand out random drug screenings.
    • Assist Program Coordinators with quarterly summaries.
    • Complete all other duties as assigned.
  • Core Values:

We are committed to making all decisions and performing actions with the well-being of our clients as our primary focus, always putting their interests ahead of our own.

We take personal responsibility, as an organization and as individuals, for our actions, hold each other accountable, and expect to be held accountable at any point throughout the year for our decisions and actions.

We demonstrate mutual respect in communication and actions, maintaining a positive environment for everyone.

We commit to using established best practices, evaluating effectiveness, and demonstrating a willingness to change current practices based on evidence that change is needed.

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