Administrative Assistant, Adult Day Services

Summary:

Provide administrative, accounts payable, and accounts receivable support to the director and staff of the Adult Day Center program. Position provides main customer interface to participants, families and guests as they enter the program facility or call with questions.

Responsibilities:

• Provide exemplary customer service to both internal and external customers. Answer customer inquiries about Adult Day Center program and services, typically via email and telephone. Greet customers and guests who enter the facility. Prepare and deliver outgoing communications to customers as needed (letters, phone calls, voicemail greetings, etc.)
• Answer incoming calls and voicemails to the department promptly: log all calls and voicemails, delegate calls to appropriate team members, escalate calls as necessary, etc. Answer as many calls as possible to minimize those that go to voicemail.
• In charge of participant record keeping and files. Create new participant files (both paper and electronic) upon enrollment; ensure all paperwork is completed, including all information related to billing. Maintain paper and electronic files throughout participation in program. Coordinate all discharge processing of participant file. Coordinate as needed with Accounts Receivable and ADC staff.
• Track participant attendance statistics daily. Record in accordance with state, federal, insurance, and ADC guidelines. Prepare required reports. Print and place attendance report in participant files yearly and or upon discharge (if sooner). Work with the Transportation Coordinator to ensure attendance days are accurately tracked for make-up and billing purposes.
• Record participant admissions and discharges. Prepare and send internal reports monthly.
• Prepare and send out departmental billing in accordance with Accounting Department and funder guidelines (Medicaid, CACFP, MEAAA, VA, DMH, insurance companies, private pay, scholarship, rentals, etc.)
• Track volunteer hours on a weekly basis, log into Excel spreadsheet, and submit monthly to Volunteer Coordinator.
• Together with the Transportation Coordinator monitor daily transportation needs, prepare driver rosters, and other reports as requested.
• Compile and prepare monthly calendar for ADC, coordinate review/approvals, and submit to Marketing. Coordinate print order with Marketing. Distribute copy of calendar to staff and participants. Send monthly menu and newsletter to Marketing for posting on the website.
• Prepare monthly receipts and expense reports for approval and submission.
• Compile and complete online purchase orders following JCC procedures. Manage office supply inventory and coordinate orders with Accounting.
• Prepare deposits as needed following Accounting protocol.
• Assist with preparation of grant proposals as necessary.
• Provide administrative support to ADC staff and director as needed.
• Pick up and distribute departmental mail daily.
• Perform other duties as assigned by supervisor.

Physical Demands:

• High School Diploma/GED required; College Degree is preferred.
• Prior customer service experience in a fast paced environment is required.
• Prior accounts receivable or accounts payable experience is required.
• Strong written and oral communications skills.
• Must be able to multi task, manage changing priorities, detail oriented, and be very organized.
• Demonstrated capability using Microsoft Office Suite (Word, Excel, PowerPoint, Access, and Outlook).
• Demonstrated ability to learn new software applications as necessary for position.
• Able to use common office equipment (multi-line phone, fax/copier/scanner/printer, etc.)
• Must have the ability read and understand written materials and instructions.
• Able to bend and lift objects weighing up to 20 pounds, work seated at a desk, and move throughout the buildings.
• Position requires registration on MO Family Care Safety Registry which must be maintained for continued employment.

Qualifications:

• High School Diploma/GED required; College Degree is preferred.
• Ability to effectively use business automation and payroll software, Microsoft Office (Word, Excel, Power Point, Outlook), Adobe Acrobat, and databases. Salesforce proficiency a plus.
• Demonstrated ability to learn new software applications as necessary for position.
• Able to use common office equipment (multi-line phone, fax, copier/printer/scanner, etc.).
• Prior accounts receivable or accounts payable experience is desired.
• Strong verbal, written, and oral communication skills.
• Ability to handle multiple priorities and projects simultaneously and prioritize appropriately in a fast-paced environment.
• Must be attentive to details with outstanding internal and external customer service skills.
• Strong leadership and interpersonal skills including ability to be approachable while also holding people accountable.
• Ability to effectively collaborate across departments and with external customers and vendors.
• Flexible schedule to allow for weekend and evening work is required.
• Able to volunteer to work set up and tear down for events. May require adjusting hours or time outside of normal business hours.
• Commitment to the inclusive mission of the J.