Employment Services Administrative Assistant

Tempus Unlimited; Stoughton (MA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Sign on bonus

Work/Life Balance

Paid time off - 25 days per year

14 paid Holidays

Tempus Wellness – medical/dental

Life insurance and disability

Job summary

Tempus Unlimited, Inc. is a nonprofit organization providing community-based services to empower people with disabilities in Massachusetts.

The Employment Services Administrative Assistant will support all administrative tasks of the Employment Services program and assist with referrals, intake, and documentation at the Stoughton location. The role requires attention to detail, strong organizational skills, and the ability to work in a team environment while maintaining confidentiality.

Qualifications

• High school diploma or equivalent required.
• Must be 21 years or older and able to work in Stoughton, MA.
• Strong attention to detail and organizational skills required.
• Familiarity with office equipment and Microsoft Office preferred.

Responsibilities

• Process all incoming referrals for Employment Services.
• Enter new referral information into the Zuke Database.
• Provide administrative support and cover intake meetings as needed.
• Maintain confidentiality and manage program documents.
• Assist with payments and cost calculations for programs.

Skills

Attention to detail

Organizational skills

Multi-tasking

Confidentiality

Customer service

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Employment Services Administrative Assistant

Tempus Corporate Headquarters, 600 Technology Center Drive, Stoughton, Massachusetts, United States of America

Job Description

Tempus Unlimited, Inc. is a nonprofit organization that provides community-based services to empower children and adults with disabilities to live as independently as possible in the least restrictive environment. The agency, through its programs and services, encourages the inclusion of people with disabilities into the mainstream of society, including social, recreational, family and work activities.

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.

• 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.
• 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.

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.

Work Authorization/Security Clearance

All offers of employment made by Tempus Unlimited are contingent upon satisfactory background check results. Pre-employment background checks will be conducted on all candidates that are offered a position at the agency in compliance with program policy as well as state and federal regulations. From time to time, these checks may be conducted on current employees to ensure compliance with all state and federal regulations and contracts.

EEO Statement

Equal Employment Opportunity is a fundamental principle at Tempus Unlimited, Inc. where employment from recruiting through the end of employment is based upon professional capabilities and qualifications without discrimination because of race, color, religion, sex, age, sexual orientation, veteran status, national origin, disability or any other characteristic as established by law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Tempus Unlimited offers great benefits that foster a happy fulfilling human work experience. We also have an array of growth opportunities for our employees to develop your career and enhance your experience.

• Sign on bonus
• Work/Life Balance
• Paid time off - 25 days per year for full time staff
• 14 paid Holidays
• Tempus Wellness - Medical, Dental, Dependent Care Reimbursement, FSA and HSA
• Basic Life, Short Term and Long-Term Disability
• On-site gym (Stoughton Location) and wellness initiatives
• Annual Reviews with merit-based increases
• Employee Recognition ProgramFinancial Wellness - 403(b) Retirement Plan with matching
• Continuing Education, Training and Advancement opportunities