Administrative Assistant/Program Assistant NEW

Dutech Systems Inc.; Salem (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

Dutech Systems in Salem, MA seeks an Administrative Support specialist to assist counselors with case management tasks, document creation, record-keeping, and follow-up with schools and vendors. You will prepare letters, review reports, and ensure timely processing of documents in the MassAbility system.

The role requires strong MS Office proficiency, data entry, organization, and the ability to learn new case management software.

Qualifications

• Positive attitude and willingness to assist others.
• Ability to organize tasks and work independently.
• Ability to understand and follow written and verbal instructions.
• Ability to read and explain information displayed on a computer screen.
• Ability to learn and use the MassAbility case management system.
• Proficiency in Microsoft Windows, Word, Excel, Outlook, Zoom, and Microsoft Teams.

Responsibilities

• Assist counselors with case management tasks, including creating documents, recording case notes, processing purchase and contract orders, and uploading or locating documents.
• Prepare letters and forms, including tuition waivers, referral forms, and MBTA TAP letters.
• Review case reports, including last case notes, MSGs, and time/status reports.
• Follow up with schools, vendors, and service providers to obtain required documentation.
• Organize and update Excel spreadsheets for counselor review.
• Retrieve policies and procedures from the internal V Drive.
• Maintain accurate and organized electronic records in the MassAbility case management system.
• Provide visual assistance and read or explain on-screen information when needed.

Skills

Administrative Support

Case Management Support

Data Entry

Document Preparation

Microsoft Office

Report Review

PO/Contract Processing

File Management

Attention to Detail

Written/Verbal Communication

Independent Work

Zoom

MS Teams

Learn New Systems

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Windows

Zoom

Microsoft Teams

Job description

• Assist counselors with case management tasks, including creating documents, recording case notes, processing purchase and contract orders, and uploading or locating documents.
• Prepare letters and forms, including tuition waivers, referral forms, and MBTA TAP letters.
• Review case reports, including last case notes, MSGs, and time/status reports.
• Follow up with schools, vendors, and service providers to obtain required documentation.
• Organize and update Excel spreadsheets for counselor review.
• Retrieve policies and procedures from the internal V Drive.
• Maintain accurate and organized electronic records in the MassAbility case management system.
• Provide visual assistance and read or explain on-screen information when needed.

Required Skills

• Administrative Support and Program Coordination
• Case Management Support
• Data Entry and Electronic Records Management
• Document Preparation and Correspondence
• Microsoft Excel, Word, Outlook, and Windows
• Report Review and Data Organization
• Purchase Order and Contract Order Processing
• Document Tracking and Follow-Up
• File Management and Recordkeeping
• Attention to Detail and Organization
• Written and Verbal Communication
• Independent Work and Time Management
• Zoom and Microsoft Teams
• Ability to Learn New Case Management Systems

Required Qualifications

• Positive attitude and willingness to assist others.
• Ability to organize tasks and work independently.
• Ability to understand and follow written and verbal instructions.
• Ability to read and explain information displayed on a computer screen.
• Ability to learn and use the MassAbility case management system.
• Proficiency in Microsoft Windows, Word, Excel, Outlook, Zoom, and Microsoft Teams.