Team Administrative Assistant

Overview

The ACCS Administrative Assistant provides administrative and clerical support by implementing clerical and administrative systems to support team members in maintaining productivity. Additionally, the Administrative Assistant maintains service, billing, utilization and program administrative protocols and serves as first point of contact for visitors, answers and directs calls to the appropriate party and provides other administrative support as needed.

Job Duties and Responsibilities:

• Welcome visitors and direct them to proper staff person.
• Answer telephones and direct calls to proper party. Assist with and check phone messages. Maintain phone listings.
• Direct questions to correct staff.
• Assist with setting up rooms for staff trainings.
• Maintain the fax and postage machine. Distribute faxes and mail to mailboxes. Ensure appropriate postage on outgoing mail. Maintain and update mailboxes, as needed. Send regular and express mail packages.
• Order and maintain supplies such as envelopes, mailing materials, and stationary.
• Schedule use of conference room(s).
• Prepare forms for submission to Vinfen, i.e. Accounts Payable vouchers, cab vouchers, Charges for Services and Supports notifications, purchasing requests, PS money logs, etc.
• Log all checks.
• Audit money logs monthly. Update contingency loan payment information daily.
• Process service delivery documentation by ACCS staff. Complete monthly billing through EIM for ACCS PS as directed by Team Leader.
• Collect team appointments/schedules; prepare standard reports such as Staff Productivity Report, as directed by Team Leader.
• Attend Staff Meetings, take minutes.
• Create enrollment/rollover packets for PS and register new PS into clinical record keeping systems as needed. Log Events and Performance Measure information as directed by Team Leader.
• Promote engagement, housing permanency, community tenure, achievement of greater self-sufficiency and successful completion of service for all PS.
• Promote healthcare, employment and education services access for PS.
• Perform other administrative support tasks such as typing correspondence, preparing spreadsheets, recording meeting minutes, and preparing record pick up from Iron Mountain.
• May perform Rep-Payee duties as assigned by Team Leader.
• Perform other related duties, as assigned.

About Vinfen

Why Vinfen?

We are committed to you! We offer great training, great benefits, career growth and job security!

• Medical, Dental and Vision Insurance for employees working 30 hours or more
• 15 days of Vacation, 12 Paid Holidays, 10 Sick Days and 3 Personal Days per year (for employees scheduled for 20 hours or more)
• Education Assistance and Tuition Remission Programs as well as innovative Student Loan Payment Programs. Employment with Vinfen counts toward your Public Student Loan Forgiveness eligibility
• Professional Development programs including year-round online training courses and opportunities to earn CEUs
• Retirement savings programs, including a fully funded, employer sponsored retirement plan and an employee funded 403 (b) plan
• Company paid Life, Accidental Death & Dismemberment and Long-Term Disability Insurance
• Voluntary Term, Whole Life, Accident and Critical Care Insurance
• Flexible Spending Reimbursement Accounts (Health and Dependent care)
• $500 -- $1,000+ Employee Referral Bonuses with no annual cap!
• Other generous benefits including discounted memberships, access to wellness programs and more!

About Us

Established in 1977, Vinfen is a nonprofit, health and human services organization and a leading provider of community-based services to individuals with mental health conditions, intellectual and developmental disabilities, brain injuries, and behavioral health challenges. Our services and advocacy promote the recovery, resiliency, habilitation, and self-determination of the people we serve. Vinfen's 3,200 dedicated employees are experienced, highly-trained professionals who provide a full range of supportive living, health, educational, and clinical services in 318 programs throughout Massachusetts and Connecticut. For more information about Vinfen, please visit www.vinfen.org/careers

My Vinfen. My Community. My Job.

Vinfen is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

Qualifications

• Minimum of high school diploma or equivalent required
• One to three years related experience in an administrative support function strongly preferred
• Strong organization and communication skills
• Strong computer skills, experience with Microsoft Office required
• Ability to work both independently and as a part of a fast paced team environment
• Driving may be a requirement for this role either using a Vinfen vehicle or personal vehicle. Must possess a US drivers license for at least 6 months.

All candidates for this position must be a least 21 years of age and be able to pass a CORI, driving record, employment reference check as well as a multi-state background check.