Unit Assistant

Job Summary

Under minimal supervision, the Unit Assistant performs highly skilled administrative, supportive functions and secretarial duties for staff, and is an active member of the unit or units; performs job functions with a high degree of independence and initiative. Functions and Responsibilities: Responsible for complex and specialized tasks such as the maintenance of computer related information, composing and maintaining reports and surveys and composing correspondence from both verbal and written direction; researches, gathers, analyzes and reports statistical information; provides assistance in the absence of other unit members; completes forms and applications; establishes tracking systems and filing systems; completes tasks related to state and federal requirements; requests and tracks client data base information; obtains signatures on forms as needed; sends informational packets; coordinates and schedules meetings both on-site and off-site; responsible for responding to requests for information relating to agency’s services, policies and procedures; and other duties as assigned.

Minimum Employment Standards: Education: Graduation from high school or G.E.D. Experience: Four years experience in office work, preferably in a Social, Medical, or Human Services environment, with a demonstrated increase in responsibilities is required or an AA degree in general business or Human Services related field may be substituted for one year of office experience.

A BA degree in general business or Human Services related field may be substituted for two years of office experience. Knowledge, Skills and Abilities : The ability to work with minimal supervision and to exercise independent judgement and initiative; ability to work as a member of a team; ability to receive and communicate information clearly by phone and in person; skill in prioritizing and organizing work to meet multiple demands and deadlines, skill in remaining flexible to changing schedules, skill in maintaining the confidentiality of Clients and organizational data; skill in relating to the general public and staff members in a tactful, concise and diplomatic manner; the ability to type 55 wpm as shown by a typing certificate; knowledge of operating a variety of office machines, including personal computers, copies, fax machines and calculators; knowledge of the English language including excellent spelling, grammar and punctuation; knowledge and extensive experience working in a Microsoft/Windows environment including Word, Excel, Access; knowledge of SANDIS.

Other Requirements : Local and regional travel, including overnight trips, will be required. This position is a non-exempt full time position. This position requires extensive sitting in office settings, for meetings and for travel. Additional physical requirements are: frequent walking, standing and occasional lifting up to 40 pounds with occasional bending, stooping, reaching and stretching to complete work duties.

Any of the above with reasonable accommodation. Supervision: This position is supervised by a Client Services Manager. UNIT ASSISTANT Client Services Job Duties Preparing and distributing a variety of correspondence, reports and forms. Input data into SANDIS database. Assists with scheduling meetings and appointments.

Maintains files and records. Track and log information. Complete complex filing for all staff members. Prepare letters to request Medical Records for Service Coordinators Coordinates meetings. Prepare and distribute meeting minutes. Assemble detailed information packets as requested. Detailed and complex copy projects.

Extensive database entry and information retrieval. Create flyers, forms, mailing labels and packets. Manage bus ticket distribution. Assure Master Calendar is current. Proof-reading documents for accuracy. Maintain and manage file storage area. Maintain master file of agency forms and documents. Update when necessary.

Organize all specialty clinics including coordinating dates, scheduling clients, preparing documents, preparing room, reminder calls to clients and families. Relaying information to Service Coordinators. Assist clients to complete necessary forms at direction of staff. Provide resource information to clients. Assist Service Coordinators in arranging transportation and out of area lodging for clients.

Processes and distributes mail within unit. General office support when necessary, including: management and maintenance of office machines, video conference set up, faxing documents, preparing letters as requested. Back-up Reception duties – professionally greeting visitors and directing phone calls. M-F 8:30am-5:00pm 37.

5 hours/week