Clerical and CARES Database Support

Summary:

Provide support for program activities and assist with various resident-related functions in the facility.  Additionally provide administrative support to staff as needed.

Responsibilities:

• Maintain active resident caseload roster.

• Ensure that all resident and program supplies are in stock and reorder as needed.  Order supplies through the central purchasing system once approved by the Program Director; maintain an adequate supply of all in-house forms or produces such as needed/directed.

• Conduct the on-site banking system for residents and secures valuables according to protocol.

• Assist with special events and activities for clients.

• Organize and attend house meetings with Program Director and take the minutes of meetings.

• Responsible for the incoming and outgoing correspondence to/from the Program Director's office.

• Maintain records of attendance regarding residents’ activities and distributes to appropriate staff when necessary.  Utilize attendance records/statistics to prepare appropriate reports.

• Write, transcribe, maintain and distribute minutes of meetings. Maintain the appointment calendar for the Program Director.

• Oversee the maintenance of the office equipment and applicable service contracts.

• Distribute the mail to all staff and maintain files in the Program Director’s office.

• Maintain and monitor petty cash for the program and produce weekly reconciliation in conjunction with the Program Director and designated staff.

• Responsible for ordering and maintaining inventory of all office supplies;

• Responsible for special computer projects as requested by the Program Director.

• Answers/screens calls for the Program Director.

• Produce appropriate check requisition orders, as assigned by the Program Director, for telephone and utility bills.  Manage accounts payable and general ledger.

•  Assist with preparation of  monthly reports to DHS and other reports as necessary

Knowledge:

• The position requires a High School Diploma or equivalent and related clerical/secretarial experience.
• Physical abilities to perform the essential job functions are needed.
• Computer skills such as proficiency with Microsoft Word and Excel are required.
• The ability to establish workload priorities and balance diverse projects.
• Must have exceptional oral and written communication skills pertaining to individuals and groups regarding complex and sensitive issues or regulations.

In addition, the Office Manager shall perform any duties as required to meet the needs of the program/service and the clients we serve. The agency reserves the right to review and change job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment.