Administrative Assistant

Description

Summary: 

The Jewish Community Center St. Louis is seeking a highly organized and friendly Administrative Assistant to join our Adult Day at the J team. The Administrative Assistant provides administrative support to the ADJ leadership and supports the ADJ team with the execution of daily operations for our programs. This key role is responsible for ensuring a welcoming environment for program participants, their families & caregivers, visitors, and other J employees, while maintaining efficient and professional flow of information and communications for the department. 

Responsibilities:

· Provide exemplary customer service to both internal and external customers. Answer customer inquiries about Adult Day program and services, and the Jewish Community Center. 

· Greet and assist all visitors, participants, families, and guests who enter the facility with courtesy and professionalism. 

· Prepare and deliver timely and professional communications, written and verbal. 

· Answer incoming calls and voicemails to the department promptly: log all calls and voicemails, delegate calls to appropriate team members, escalate calls as necessary, etc. 

· In charge of participant record keeping and files (both paper and electronic) upon enrollment; ensure all paperwork is completed and updated annually or sooner per regulation requirements. 

· Coordinate participant discharge processing internally and across departments at the J.

· Responsible for EHR database management, including timely data processing, collection, entry, and reporting.

· Track and record participant admissions, discharges, and attendance statistics daily in accordance with state, federal, insurance, and agency guidelines.

· Monitor daily transportation needs, prepare driver rosters, and other reports as requested.

· Maintain and update office records, contact lists, and filing systems (both physical and digital).

· Input and retrieve data using office software and tools (e.g., spreadsheets, databases, etc.). 

· Prepare and distribute internal and external monthly reports. 

· Track volunteer hours and submit monthly.

· Provide administrative, accounts payable, and accounts receivable support. 

· Prepare and process departmental billing in accordance with Accounting Department and funder guidelines (Medicaid, CACFP, VA, DMH, insurance companies, private pay, scholarship, rentals, etc.)

· Prepare monthly receipts and expense reports for approval and submission. Prepare deposits as needed following accounting protocol.

· Support the ADJ leadership team with scheduling of appointments, meeting planning and room reservation, preparation of and reconciliation of bills, management of items requiring review/signature, taking and compiling of meeting minutes, etc.

· Assist in organizing and coordinating both internal and external meetings, conferences, and events. Prepare meeting rooms, arrange for refreshments, and ensure all necessary materials are available.

· Compile and complete online purchase orders; track and manage supply subscriptions. 

· Manage office supply inventory and coordinate maintenance, servicing and orders with external departments.

· Assist with preparation of grant proposals and audits as necessary.

· Assist with the planning, coordinating and execution of staff development and training events. 

· Manage all incoming and outgoing mailings, packages and courier services.

· Provide direct support to participants, both onsite and during community outings, when necessary for program implementation. 

· Undertake, lead or facilitate special projects as assigned.

· Perform other duties as assigned.

Requirements

Qualifications:

· High School Diploma/GED required; College Degree is preferred.

· Prior customer service experience in a fast-paced environment is required.

· Excellent oral and written communication skills with strong phone and customer service skills are required.

· Strongly preferred qualities include positive demeanor, teamwork mentality, adaptability, takes initiative, and highly dependable.

· Prior accounts receivable or accounts payable experience is strongly preferred.

· Must be able to multitask, manage changing priorities, detail oriented, and be very organized.

· Demonstrated skill in use of Microsoft Office Suite (Word, Excel, PowerPoint, Access, and Outlook), cloud-based services, Google Suite, etc.

· Demonstrated capability to learn and achieve proficiency in use of new software and online systems as required for state funding contracts.

· Prior experience using Medicaid based billing systems preferred.

· Prior experience working in service settings for people with Alzheimer’s/Dementia and/or Int