Administrative Assistant II - Laurel Helping Hands

City of Laurel, MD; Laurel (MD); On-site; USD 40,000 - 55,000; Full time

Job summary

The City of Laurel, MD is seeking an Administrative Assistant II to support the Laurel Helping Hands program. This role requires excellent clerical and office management skills, proficiency in Spanish, and the ability to maintain effective relationships with various stakeholders. The position includes managing social media platforms and assisting in the coordination of community events.

Qualifications

• Proficiency in Spanish is required.
• Minimum of two years of administrative assistant experience.
• Experience in medical coding and billing is a plus.

Responsibilities

• Acts as the first point of contact for LHH and provides clerical support.
• Coordinates client appointments, processes intake paperwork, and maintains client records.
• Prepares reports, manages grants, and ensures confidentiality of records.

Skills

Office Management

Customer Service

Communication

Social Media Management

Education

Associates degree in office management or related field

Job description

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Job Description

SUMMARY - The Administrative Assistant II acts as the first point of contact for all persons and organizations contacting the Laurel Helping Hands (LHH) and visiting the second level of the Laurel Multiservice Center (LMSC). This position provides difficult skilled clerical and intermediate administrative work to support Laurel Helping Hands (LHH) activities to ensure smooth flow of work. They may represent the agency at community events. Work is performed under the supervision of the Director/Emergency Manager of the Department of Community Resources and Emergency Management (CREM) but also requires independent judgment and initiative. The person in this position must be comfortable with communicating with other city employees members of the public organizations volunteers and must be able to establish effective working relationships with others. The position requires office management skills such as planning and executing both routine and special activities as well as completing clerical and secretarial tasks. Proficiency in Spanish is required. The ability to manage social media platforms is a plus. Prior experience with medical coding and billing and/or in an administrative support capacity at a medical office/facility is a plus. The position requires the person to work two evenings a week. ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned. Provides telephone and greeting reception services to the general public staff; organizations and volunteers through a high level of customer service. Pre-screen callers to determine suitability for LMSC and LHH services. Receives and greets all visitors including vendors clients job candidates customers and other visitors having business on the 2nd floor of the Laurel Multiservice Center; assists provides instructions or directions to other organizations if appropriate. Coordinates with counselors to schedule client appointments or meetings photocopies materials and prepares agendas. Processes client intake paperwork maintains up to date client records and client contact information. Verifies benefits for client insurance process claim submissions and reconcile reimbursements from insurance companies. Calculate fees and reconcile client payments. Manages prepares grant application/proposals and researches for grant opportunities to support the Helping Hands program to include monthly quarterly annual reports budget worksheets and any other documentation required by the grant. Research resources for clients requiring referral to other services. Communicate with outside agencies on behalf of Laurel Helping Hands Support the administrative operations of the LHH by preparing reports formatting and typing letters memos labels agendas notices or other correspondence and proofs correspondence and related documents of staff. In addition updating databases filing scanning and uploading documents and maintaining records. Attend community events and make presentations on behalf of LHH. Maintains inventory of CREM supplies to include fixed assets and order supplies for the office. Performs basic office and clerical duties such as making copies sending and receiving faxes; distributing faxes to appropriate staff/organizations and obtaining signatures on documents as needed. Generates purchase orders to include preparing requisitions and invoices; requesting forms for vendors; coordinating orders; receiving and reconciling shipments and purchase orders; ordering and maintaining supplies; maintaining vendor files; coordinating equipment maintenance and repairs and copying sorting and/or filing information. Prepares complex routine and non-routine reports and newsletters; receives sort and summarizes materials for the preparation of reports; prepares work reports. Perform other duties and special projects as assigned e.g. develop forms create brochures and update social media accounts. Ensures confidentiality of records and correspondence. MINIMUM QUALIFICATIONS - Background - Applicant must not have convictions of a felony or a serious crime. Applicant must also complete a background examination that may include but is not limited to a criminal history check education and professional certification verification credit check and drug testing before employment with the city. Education and/or Experience - Associates degree in office management business administration social work or related field and an minimum of two () years of progressively responsible administrative assistant experience. Certificates License Registrations - Must possess a current and valid Class "C" Maryland driver's license or a comparable driver's license issued by the employee's state of residence and a proven safe driving record. Must possess or be able to attain the following certification in the National Incident Command System (ICS) within six months of employment: ICS-100 ICS-700.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Administrative and Support Services

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