Clerical Assistant

ATC; Gary (IN); On-site; USD 32,000 - 42,000; Full time

Job summary

ATC in Gary, IN is seeking a Clerical Assistant to keep the office running smoothly. You will answer phones, greet guests, manage mail, and assist with records, filing, and scheduling tasks, ensuring timely processing of applications and attendance forms.

The role involves maintaining office equipment, coordinating with staff, and supporting day-to-day administrative activities to help the organization serve clients efficiently.

Responsibilities

• Telephone and reception: Provide assistance to walk-in clients and answer general inquiries; operate the central telephone system and direct calls to the appropriate person.
• Mail: mail application packets, open and distribute incoming mail, process postage and special delivery requirements.
• Administrative activities: assist with general office tasks, set up calendars, voicemails; process new incoming applications and document intake.
• Files: complete filing, purge and archive files according to procedures.

Job description

The Clerical Assistant is often the first person in the office with whom an individual visiting or calling has contact. The position also ensures that the office is running smoothly and efficiently by completing such duties as: maintaining supply inventory, answering telephones and greeting guests, scheduling assessments, maintaining records of consumer assessments, filing, faxing, and ensuring the timely submission of attendance forms and mileage vouchers.

1. Telephone and reception:

• Provide assistance to walk-in clientsand provide general information and accessibility to new applications and otherrequested documentation as needed.
• Operate the central telephone system
• Answer calls and direct to theappropriate person
• Manage the voicemail system during theday and set up the after-hours system
• Greet and direct guests in the office
• Assist callers with the use of theonline BDDS Waiting List portal
• Operate all office equipment (copier, printer,fax, computer, postage machine, etc.)
• Daily maintenance of machines (refillpaper, change toner, etc.)
• Troubleshoot minor problems or arrangefor repairs when needed
• Maintain the official office equipmentinventory
• gather documents for BDS appeal hearings
• Navigate BDS databases to locate neededdocuments
• Respond to requests for documentation ina timely manner.

4. Mail:

• Mail application packets toconsumers/families within one business day of receiving client information.
• Open, date stamp, and distributeincoming mail
• Process postage and deliver outgoingmail to the mailbox
• Handle special delivery requirements such as certified, overnight etc

5. Administrative activities:

• Assist with general office tasksincluding ensuring new staff are able to access electronic calendars, scanners,copiers, and faxes as well as assisting with setting up voicemail andmailboxes.
• Perform administrative tasks asotherwise assigned on an as needed basis
• Process all new incoming applications,document on the application tracking log, and ensure proper filing and uploadingof all incoming documentation within one day of receiving application.
• Document all intakes on the intaketracking log, process and upload files accordingly into the online database,and file records per record retention policies. Secretary will also enter newapplications into DART per each individual’s file.

6. Files:

• Complete filing on a regular basis
• Purge files as needed
• Archive files according to theestablished process