Employment Services Administrative Assistant

Tempus Unlimited, Inc.; Stoughton (MA); On-site; USD 24,000 - 34,000; Full time

Job summary

Tempus Unlimited, Inc. in Stoughton, MA, seeks an Employment Services Administrative Assistant to provide administrative and clerical support to ensure efficient operations within the Employment Services department.

The role is full-time at 35 hours per week, from 8:30am to 4:30pm, Monday through Friday, with a starting wage of $21.00 per hour. You will process referrals, enter data into the Zuke Database, complete weekly reports, assist with intake, and respond to inquiries while maintaining

Qualifications

• High School or equivalent required.
• Must be 21 years of age or older.
• Ability to come into the Stoughton office.
• Strong attention to detail and organization.
• Confidentiality and professional communication.

Responsibilities

• Support administrative aspects of the Employment Services program.
• Process referrals and enter information into Zuke Database.
• Prepare weekly reports and distribute surveys.
• Provide positive phone customer service and respond to inquiries.
• Assist with documentation and cost calculations as needed.
• Cover intake meetings and support staff as required.

Skills

Attention to detail

Organizational skills

Multi-tasking

Confidentiality

English fluency

Microsoft Office

Team player

Self-motivated

Punctual

Office equipment familiarity

Education

High School or equivalent

Tools

Microsoft Office

Office machines

Job description

The Employment Services Administrative Assistant will provide administrative and clerical support to ensure efficient and swift operational function within the department. This role will support all administrative aspects of the Employment Services program. $21.00 an hour

Must be 21 years and older

35 hours a week, full-time

8:30am to 4:30pm, Monday - Friday

Stoughton, MA location

Essential Functions

• Develop good knowledge of the Department of Developmental Service’s Employment Program and the MassAbility’s CCS and Transition Programs.
• Perform quality checks throughout the department’s database and confidential documents.
• Process all incoming referrals for each program within Employment Services. Enter new referral information into Zuke Database.
• Learn intake process for each program within Employment Services Department.
• Cover intake meetings with consumers as needed.
• Request new referrals from MassAbility as needed.
• Complete weekly Zuke Report on all consumers in the program.
• Distribute program surveys to participants in the program.
• Ensure all consumer documents are up-to-date at all times.
• Complete Cost-Calculations for DDS Programs.
• Submit payment requests for the Transition Program.
• Provide coverage for staff, as needed, within admin team.
• Send out end-of-service letters.
• Assist with responses to any inquiries to the Employment Services email.
• Process all incoming Employment Services faxes and distribute accordingly.
• Provide positive phone customer service for all those inquiring about the Tempus Unlimited’s Employment Services programs.
• Report suspected abuse and neglect to DPPC and Employment Services Supervisor/Program Manager
• Additional assignments as needed.

Competencies

• Strong attention to detail.
• Excellent organizational skills.
• Ability to multi-task and meet deadlines
• Ability to maintain confidentiality.
• Fluency in reading/writing and speaking English language- bi-lingual preferred.
• Professional, friendly and understanding
• Strong computer skills and familiarity with Microsoft Office.
• Able to work efficiently as a team player as well as individually with minimal direction.
• Self-motivated.
• Able to consistently maintain and build positive working relationships.
• Willing to learn new information.
• Punctual and dependable.
• Familiarity with office machines, equipment and software.

Preferred Experience

• Experience working with people with disabilities.
• Knowledge of MassAbility and Department of Development Services.

Requirements

• High School or equivalent
• Must be at least 21 years of age or older.
• Must be able to come into the Stoughton office.

Work Environment

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and/or hear.
• The employee is frequently required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Travel

• Some travel required for this position. Must have a valid driver’s license and reliable transportation.

Other Duties

• Note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.