ADMINISTRATIVE ASSISTANT

United States Fellowship Inc/Oak Hill House; Hagerstown (MD); On-site; USD 18,000 - 30,000; Part time

Job summary

United States Fellowship Inc/Oak Hill House is seeking an Administrative Assistant to provide part-time support (24 hours/week) to the Director. Core duties include answering phones, typing, file maintenance, invoicing, and coordinating benefits and hiring with the fiscal manager.

The role requires a high school diploma or GED, secretarial/bookkeeping training or equivalent experience, and strong organizational skills. Expect routine office duties and direct care support with residents as needed.

Qualifications

• High school diploma or GED required.
• Secretarial/bookkeeping training with 1 year experience or 3 years secretarial/bookkeeping experience required.
• Strong typing and phone handling abilities.

Responsibilities

• Answer phones and record messages.
• Type correspondence and reports for all program components.
• Set up and maintain personnel, medical, clinical and educational files including training logs.
• Calculate hours worked by all employees and contracted workers.
• Calculate sick and vacation time for all employees bi-weekly.
• Record and distribute minutes from weekly staff meetings.
• Order all supplies and medications; manage office logistics.
• Ensure employees are enrolled in and terminated from benefits packages.
• Prepare invoices and forward bills to fiscal manager daily.
• Coordinate hiring process with office manager and external agencies.
• Maintain compliance with COMAR and update CJAMS/CANS systems weekly.
• Support Office Manager and assist with transportation coordination for residents.

Skills

Answer phones

Typing

Record keeping

Office coordination

Communication

Education

High school diploma or GED

Secretarial/bookkeeping training

1 year secretarial/bookkeeping experience or 3 years secretarial/bookkeeping experience

Tools

COMAR compliance

CJAMS

CANS

Invoicing software

Job description

ADMINISTRATIVE ASSISTANT
Part-time, 24 hours per week.
Qualifications: High school diploma, or GED. Successful completion of secretarial/bookkeeping training and one year experience or three years secretarial/bookkeeping experience.
Supervisor: Director
Classification: Non-exempt
Position Responsibilities:

1. Answer phones and record messages.
2. Type all correspondence and reports for all components of the program.
3. Set up and maintain personnel, medical, clinical and educational files including training logs.
4. Calculate hours worked by all employees and contracted workers
5. Calculate sick and vacation time for all employees bi-weekly.
6. Record and distribute minutes from weekly staff meetings.
7. Order all supplies. i.e.: medications, office
8. Ensure that employees are enrolled and termination from benefits packages.
9. Checking and disturbing mail daily.
10. Dispense and reconcile petty cash.
11. Prepare all invoices.
12. Forwards all bills and check request daily to the fiscal manager.
13. Ensure communication with fiscal manager concerning new hire, health insurance and money transactions.
14. Perform banking and postal duties.
15. Support Office Manager
16. File documents in compliance with COMAR requirements.
17. Insure all staff have memos for upcoming compliance requirements per COMAR 30 days prior to due date
18. Coordinate the hiring process with office manager
19. Support correspondence with outside agencies
20. Review all personnel files for compliance weekly
21. Review all youth files for compliance weekly.
22. Insure Quality Improvement Plans are implemented at all times
23. Ensure CJAMS is updated weekly.
24. Ensure new youth are entered into CANS and CANS is updated every 6 months.
25. Ensure medication log is checked daily.
26. Meet with the Deputy Director weekly.
27. Other duties as assigned.
28. Working part time in direct care with residents, helping covering shifts, facilitate medical appointments and coordination of transportation 20 hours per week.