IN-FSSA Clerical Assistant (2 positions)

Nleague Services Inc.; Indianapolis (IN); On-site; USD 28,000 - 36,000; Full time

Job summary

Nleague Services Inc. in Indianapolis, IN seeks a Clerical Assistant to be the friendly first contact for visitors and callers, and to help the office run smoothly.

You will handle a variety of clerical tasks including maintaining records, scheduling assessments, managing mail and office equipment, and assisting with intake and document processing.

Responsibilities

• Provide assistance to walk-in clients and provide general information and accessibility to new applications and other requested documentation as needed.
• Operate the central telephone system
• Answer calls and direct to the appropriate person
• Manage the voicemail system during the day and set up the after-hours system
• Greet and direct guests in the office
• Answer callers basic questions
• Assist callers with the use of the online BDDS Waiting List portal
• Operate all office equipment (copier, printer, fax, computer, postage machine, etc.)
• Daily maintenance of machines (refill paper, change toner, etc.)
• Troubleshoot minor problems or arrange for repairs when needed
• Maintain the official office equipment inventory
• gather documents for BDS appeal hearings
• Navigate BDS databases to locate needed documents
• Respond to requests for documentation ina timely manner.
• Mail application packets to consumers/families within one business day of receiving client information.
• Open, date stamp, and distribute incoming mail
• Process postage and deliver outgoing mail to the mailbox
• Handle special delivery requirements such as certified, overnight etc
• Assist with general office tasks including ensuring new staff are able to access electronic calendars, scanners, copiers, and faxes as well as assisting with setting up voicemail and mailboxes.
• Perform administrative tasks as otherwise assigned on an as needed basis
• Process all new incoming applications, document on the application tracking log, and ensure proper filing and uploading of all incoming documentation within one day of receiving application.
• Document all intakes on the intake tracking log, process and upload files accordingly into the online database, and file records per record retention policies. Secretary will also enter new applications into DART per each individual's file.
• Complete filing on a regular basis
• Purge files as needed
• Archive files according to the established process

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.

Job ID:

811475

Department:

IN FSSA

Position:

Clerical Assistant

Location:

Indianapolis, IN

Duration:

4+ Months

• 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.

Telephone And Reception

• Provide assistance to walk-in client sand provide general information and accessibility to new applications and other requested documentation as needed.
• Operate the central telephone system
• Answer calls and direct to the appropriate person
• Manage the voicemail system during the day and set up the after-hours system
• Greet and direct guests in the office
• Answer callers basic questions
• Assist callers with the use of the online BDDS Waiting List portal

Office Equipment

• Operate all office equipment (copier, printer, fax, computer, postage machine, etc.)
• Daily maintenance of machines (refill paper, change toner, etc.)
• Troubleshoot minor problems or arrange for repairs when needed
• Maintain the official office equipment inventory

Appeals coordination

• gather documents for BDS appeal hearings
• Navigate BDS databases to locate needed documents
• Respond to requests for documentation ina timely manner.

Mail

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

Administrative Activities

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

Files

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