Administrative Assistant Job at Liberty Enterprises, Inc in Marion

Description:

Job Title: Administrative Assistant

Accountability: Administrator

Salary: Hourly

Hours: 8AM - 4PM

Job Summary: The Administrative Assistant is responsible for performing functions for the Administrator, QIDP, Finance Manager and miscellaneous duties for the Business Office and staff.

Essential Job Functions:

• Answering phone calls
• Take photos and help with clients for special events
• Scanning of documents
• Approve grocery lists for house managers
• All mail duties for staff and clients.
• Maintain ALL clients’ accounts. Prepare monthly deposits, monitor balances, and communicate with parents / guardians on a quarterly basis regarding client financial information. Balance client bank accounts.
• Reconciliation of all company bank accounts
• Complete the quarterly bank account reviews for clients.
• Maintain clients and employee files.
• Tracking of valid certificates, licenses, and insurances.
• Complete background checks, CANTS form inquiries, and other background information that may be required for each employee. [CANTS = Child Abuse and Neglect Tracking System / for DCFS]
• Give and grade TABE test. [TABE = Test of Adult Basic Education]
• Update CIL Service Providers, and CIL Phone Directory as needed
• Update Employee and Consumer Birthdays as needed
• Purchase gift cards and prepare birthday cards for employees
• Maintain consumer files and scanned files.
• Keep up with monthly drills (Council, Fire, Tornado, Earthquake, 37U DT, One on One, Census, and Health and Safety Inspections.) [37U DT = At-Home Day Training Program]
• Monthly PO’s [PO’s = Physician Orders]
• Print and maintain ALL documents for (CPR, Med Training, and Rule 50 Class.)
• Help grade Med Training test.
• Keep up with copies for Applications and New Hire packets.
• Enter in New Hires information and collect all necessary documents.
• Keeping up with yearly Employee Tax Forms.
• Assisting with the client’s needs.
• Checking In / Out Wal-Mart and Bank cards
• Petty Cash for the CILAs and Office
• Submit DSP paperwork for new DSP / Healthcare Worker Registry
• Tracking of all medication certified employees
• Tracking of all BGC (new & annual)
• Tracking of all employee spreadsheets
• Track and submit all consumer labs
• Prepare New Hire binders
• Order any & all supplies, or resident needed items once approved by the Administrator
• File Med Training sheets
• Manage Indeed applicants
• Schedule Interviews
• Other duties as assigned

Requirements:

Basic Qualifications

High School diploma or GED equivalent required.

Valid Driver’s License

Verified Background Check

DSP Certified

Work Experience

Knowledge, Skills and Requirements

Working knowledge of supervising, Excel, Microsoft Word, general ledger, accounts payable, accounts receivable and payroll required.

Working knowledge of computer hardware, software programs, Medicare and Medicaid preferred.

Must be able to satisfactorily complete pre-employment back screen exam for this position, drug testing, as well as an annual body mechanics screening.

Data base knowledge a plus.

Physical Requirements:

Ability to communicate in English via phone, in writing and verbally in conversation with different levels of staff, resident families, and any outside contacts.

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand and walk. The employee is occasionally required to sit; use hand or fingers, handle, or feel; reach with hands and arms; talk or hear; and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distant vision, peripheral vision, depth perceptions, and ability to adjust focus, ability to utilize a computer, phone. Etc. for extended periods of time.

While performing the duties of this job, the employee is occasionally exposed to blood or body fluids, fumes or airborne particles and toxic or caustic chemical. The noise level in the work environment is usually moderate.

Equipment/Machines used in the Performance of this Job

While performing the duties of this job, the employee is regularly required to use: telephone, fax machine, photocopier, PC/computer keyboard, calculator, paper shredder.