Administrative Assistant - The Bancroft School Mountainside

Overview

Coordinates office services such as purchasing, payroll, records control and other administrative activities.Interprets  operating policies; exercises independent judgment in the resolution of administrative problems.

Responsibilities

Position: Administrative Assistant

Location:  Mountainside, NJ  (In-person) 

Hours:  8a-4p, M-F 

Pay: $28-$30/hr.  

 

• Maintains close and highly responsive relationship to daily activities of Director and Program Managers/Team  Leaders while receiving minimal supervision. 
• Assumes delegated administrative and secretarial responsibilities for the program. 
• Establishes and maintains effective communication to ensure compliance with policies and procedures.  Oversees check requests, cash advances, census, program and grocery money and admission and discharge  from the program. 
• Maintain and operates various office equipment (computer, copier, fax, transcriber, etc.) and follow-up on  maintenance, supplies or service requests as necessary. 
• Establishes and maintains various file systems such as quarterly reports tracking, risk management data  collection, incident report documentation, Cocentrix tracking, etc. 
• Serves as a liaison between supervisory staff and direct care staff. Serves as a source of information on policies  and procedures. 
• May need to act as a timekeeper or backup timekeeper for Kronos. 
• Assists in coordinating and scheduling meetings, travel arrangements and special functions as needed. 
• Distributes needed copies to supervisors and guardians such as IHP’s, 3-month review schedules, medical  appointments, meeting minutes, LOS chart, updated map, etc. 
• Responsible for monthly census, Internal Incident Reports, Unusual Incident Reports and DDD report for the  program. 
• Maintains maintenance log with completed copies of purchase orders and receipts that are processed and sent  to the purchasing department. Acts as a liaison between the maintenance department and the Program  Managers/Team Leaders for maintenance issues in the residences. 
• Continually enhances professional development by attending in-services, trainings, and seminars in Bancroft’s  policies and procedures and leadership.
• Performs related duties, special assignments and projects as required. 
• Remain current with required training certifications and adherence to mandatory requirements as an employee of  the organization. 
• Demonstrate individual-specific competencies to work with this population and provides age specific services and  resources to persons served, their families, and staff. 
• Maintain effective communication, both verbal and written, with colleagues, those served and their family  members and/or guardians. 
• Demonstrate core values of Teamwork, Compassion, and Independence in the performance of job  responsibilities. 
• Other work related duties as assigned. 
• Answers telephones; screens calls, records messages, provides information, routes call to appropriate  personnel, etc. Places outgoing calls as necessary. 
• Types and distributes correspondence, schedules, forms, reports, memos, etc., as assigned. Edit material to  ensure correct spelling, punctuation, grammar, etc. Prepares information sheets and files and/or distributes  appropriately. 
• Able to compose and type routine correspondence. Edit material to ensure correct spelling, punctuation, etc. 
• Maintains records and prepares reports for submission to funding agencies, accreditation agencies, parents,  departments, etc., when required for completion of various reports.. 
• Establishes and maintains various file systems, directs flow of information to and from files. 
• Sort and distribute departmental incoming mail on a daily basis. Prepares outgoing mail via first class, certified,  priority, etc. 
• Attends staff meetings to review administrative matters pertaining to the unit and may record minutes of  departmental meetings. 
• Projects a positive self-image of professionalism, appearance, confidentiality, courtesy, conduct, honesty,  fairness, and personal integrity at all times.  
• Performs other related secretarial and clerical activities, as required. Remains flexible and adaptable in work  schedules and work assignments as defined by organizational and departmental needs. May assist and/or fill in  for other secretarial/clerical staff with typing filing, answering phones, etc., as necessary.  
• Abides by the Bancroft Code of Ethics, Mission Statement, and Vision Statement in promoting ethical behavior,  establishing relationships and providing guidance in decision-making situations. 
• Maintains effective verbal and written communications with colleagues, those served, and their family members  and/or guardians when applicable. 
• Willingly and effectively cooperates with Bancroft, The Department of Human Services, The Division of  Developmental Disabilities (DDD), and other licensing or state agency or local municipalities in any inspections  and investigations, upon request.
• Maintains a safe and respectful environment, free of abuse, neglect, or exploitation; does not allow weapons,  threats, bullying or intimidation. 
• Reports any violations to the appropriate individual as soon as the incident occurs. 
• Demonstrates Bancroft’s core values (Accountable, Results-Driven, Respectful, Innovative) in the performance of  position responsibilities. 

Qualifications

• High School diploma or equivalent required.
• Three (3) to five (5) years experience in a related field.
• Minimum 18  years of age required. Five (5) years experience working in programs for people with developmental disabilities  and/or brain injury.