Administrative Assistant

Under the direction of Vista Care’s Area Director, the Administrative Assistant performs a variety of administrative duties to support Vista Care employees, individuals served, and outside agencies. The Administrative Assistant is the face of the agency and serves as the first point of contact with customers. The position helps customers by responding to questions related to the admission process, answering phone calls, responding to emails, and performing general clerical duties.The Administrative Assistant operates in a professional office environment and routinely uses standard office equipment. The Administrative Assistant supports Vista Care individuals to develop and maintain a high quality of life and to be as independent as possible and supports individuals to have a high satisfaction with services and supports.

Requirements

Behavior should be professional and consistent with Vista Care’s culture, mission, values, philosophy, and policies and procedures. Expectations include, but are not limited to: 

• Being a positive role model for individuals, employees, co-workers, and management. Represent the company in a professional manner.
• Comply with company policies and procedures, including, but not limited to Introductory Training Period, Attendance, Workplace Safety, Employee Appearance and Hygiene, Abuse/Neglect/Exploitation, Rights and Grievance for Individuals in Services, Equal Employment Opportunity, and Harassment
• Treating employees, management, and individuals with dignity and respect, including honest and respectful communication
• Does not engage in activities other than official business during work hours
• Contributing to a harmonious working environment, and maintaining good working relationships with co-workers, management, individuals, outside agencies, and others with whom the Administrative Assistant may come in contact.  

Assist Vista Care Operations, Clinical, individuals, and external agencies. Responsible for assisting with referrals for admission, which includes, but is not limited to:

• Assist Area Directors with updating the MCO portals with current vacancies at any of the Vista Care locations
• Monitor the referrals email and phone calls. Respond to all emails and phone calls timely
• Track all referrals and Funder information on the Wisconsin Referral Tracker and consistently update the referral tracker
• Assist the Area Director with gathering information to complete the assessment process
• Assist clinical departments (Nursing and Behavioral) in collecting information to complete the assessment
• Assist the Area Director with scheduling the assessments
• Assist the Area Director with completing admission paperwork and ensuring all paperwork is completed and stored in the appropriate electronic folder
• Assist the Marketing Department with updating the information for flyers

Assist all Vista Care employees (current and potential), individuals, and affiliates. Responsibilities may include but is not limited to:

• Answer multiple phone lines
• Maintain office equipment, phones, and supplies
• Responsible for all scanning and storing documents
• Supports various departments during company trainings and meetings, including ordering and picking up meals/snacks, copying training/benefit packets as needed, etc.
• Distribute paychecks and miscellaneous memos.
• Orders, prepares, and distributes company greeting cards, including trips to the post office.
• Maintains company forms - electronic and paper.
• Prepares office for daily operations, including but not limited to, cleaning counters and work area, emptying trash as needed, distributing snacks, making coffee, and completing supply inventory for each assigned location.
• Greets and supports all incoming traffic (walk-ins, appointments, phone calls) with professionalism and assists with the new hire process.

Additional administrative duties may include but are not limited to:

• Organizes and maintains employee personnel files
• Assist with onboarding activities
• Tracking and monitoring data in Therap as assigned
• Responsible for scanning training records and storing documents in appropriate electronic folder
• Assist with new hire orientation and the creation of training schedules, as needed
• Assist with tracking and scanning of Comprehensive Community Services (CCS) and Community Recovery Services (CRS) staff training
• Work with local Counties to ensure CCS/CRS staff lists are updated regularly
• Assist the Director with compiling, organizing, and filing “fact finding” investigation paperwork
• Maintain regular office hours, with some evening/weekend work possible