Administrative Assistant - Butler County

Rainbows United, Inc.; El Dorado, Northern (KS, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Rainbows United, Inc. is seeking an Administrative Assistant to perform essential clerical tasks, answer phones, and maintain electronic records for Bright Beginnings services. The role requires attention to detail and the ability to work with state databases and multiple systems.

The candidate will support administrative staff, enter referrals, generate monthly reports, and assist with data management for IFSPs across Rainbow sites. This is a full-time, on-site position with occasional travel.

Qualifications

• High School Diploma or GED is required.
• 1–2 years of office and database system experience preferred.
• Reliable transportation for occasional travel to other Rainbow sites (paid mileage).

Responsibilities

• Provide support to administrative staff as assigned.
• Answer phones and transfer to appropriate staff.
• Copy, scan documents, and manage mail.
• Compile and distribute monthly reports.
• Enter referrals into state database and Myevolv.
• Update data for Individualized Family Service Plans in state database.
• Process client exits from services in state and Myevolv databases.
• Coordinate with Records Specialists to ensure orders and insurance data are correctly entered.
• Ensure state database is accurate at all collection points.
• Follow agency policies and attend required meetings.
• Perform other tasks as needed.

Skills

Public interaction

Independent work

Organizational skills

Written and verbal communication

People skills

Education

High School Diploma or GED

Job description

Description

JOB SUMMARY

The Administrative Assistant performs general clerical duties; which may be required but not limited to answering phones, basic computer functions, typing, scanning, copying, and delivering mail. Additionally, they will have the responsibility of maintaining the electronic record for each child receiving Rainbows United, Bright Beginnings services.

ESSENTIAL JOB FUNCTIONS (RESPONSIBILITIES:

• Provides support to administrative staff as assigned.
• Answers phones, and transfers to appropriate staff.
• Copies, and scans documents.
• Compiles and distributes monthly reports.
• Enters referrals into the state database and Myevolv.
• Enters data daily to the state database for the Individualized Family Service Plans, including initial, annual and review plans.
• Exits clients from services through the state and Myevolv databases.
• Works closely with Records Specialists at Rainbows main administrative office to ensure that doctor’s orders and insurance information are entered into the system.
• Ensures state database is correct and up to date at all collection points as assigned by the state.
• Complies with agency and departmental policies and procedures.
• Performs other tasks assigned and attends necessary meetings.

QUALIFICATIONS:

• High School Diploma or GED.
• Minimum of 1-2 years’ office and database system experience.
• Reliable transportation for occasional travel to other Rainbow sites for meetings, training, etc. (paid mileage)
• Experience in case records/medical records preferred but not required.

SKILLS:

• Ability to deal effectively with public and co-workers in a professional manner.
• Able to work independently and in a team environment.
• Excellent organizational skills and attention to detail.
• Excellent written and verbal communication.
• Excellent people skills.
• Ability to perform work tasks within the physical demand requirements as outlined below.

FLSA CLASSIFICATION:

Non-Exempt

STATUS:

Full-time, Monday through Friday

WORK PACE:

Self-paced, requiring the ability to think and act quickly and efficiently in a fast-paced, demanding work environment.

WORK ENVIRONMENT:

This position operates in a professional office environment, utilizing standard office equipment.

PHYSICAL DEMANDS:

May require frequent extended workdays. Requires some travel between RUI sites, other community agencies and throughout the state.

Sitting: 6 - 7 hours in an 8-hour work shift; may occasionally alternate to standing or walking.

Standing: 1 - 2 hours in an 8-hour work shift. Alternates to sitting on a frequent basis

Walking: 1/2 - 1 hour in an 8-hour work shift.

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FREQUENCY: Never = 0% Rarely = 1 - 10% Occasionally = 11 - 33% Frequently = 34 - 66% Continuously = 67 + %

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LIFTING

WEIGH FREQUENCY OBJECTS

1 - 10 lbs. Frequently Books, supplies and files.

11 - 20 lbs. Occasionally File boxes and copy supplies

20 - 35 lbs. Rarely Equipment and boxes of supplies.

CARRYING

WEIGHT FREQUENCY OBJECTS

1 - 10 lbs. Frequently Books, supplies and files.

11 - 20 lbs. Rarely File boxes and copy supplies

20 - 35 lbs. Rarely Equipment

Bending: Rarely

Squatting: Rarely

Kneeling: Rarely

Climbing: Rarely - stairs (Frequently for multi-level facilities)

Grasping: Frequently

Reaching: Occasionally

Fine Manipulation: Continuously

Driving: Occasionally