Administrative Assistant

Description

Sycamore Services is seeking an Administrative Assistant to make a difference in other's lives and your own by providing training in daily living skills and promoting community involvement for people with disabilities. A non-profit organization devoted to enhancing the quality of life for those we serve by empowering individuals with intellectual and developmental disabilities and other challenges that can limit daily activities. We offer personalized services across home, community, and office settings, tailored to meet the unique needs of each person we serve. 

Day-to-Day:

• To provide administrative support to Department Director and assist staff with office functions. 
• Perform clerical and bookkeeping tasks as outlined by Department Director. 
• Perform data entry, process automated monthly billing communication, and record other electronic information. 
• Ensure effective use and maintenance of office supplies and equipment.
• Assist Department Director in processing of monthly and annual reporting requirements.
• Receive and direct visitors, phone inquiries and faxes.
• Prepare and process letters, surveys and reports as requested.
• Obtain and post payments from families for Tuition or other private payments and make daily deposit to Sycamore Services, Inc as applicable.
• Scan all documents/reports for clinic staff.
• Act as liaison to Administrative Team (Dept. Managers, Executive Director, HR, Accounting Personnel, and Executive Asst.)
• Ensures completion of new enrollment paperwork for children at the clinic. 
• Prepare/process purchase authorizations as requested. Maintain backup records.
• Create and submit reports/tracking such as Waitlists, Monthly Progress Reports, Payment report, Therapist tracking sheets, Hourly staff spreadsheets, Full rate spreadsheet, and Contract spreadsheets, as directed.
• Oversee the organization and use of permanent records.
• Create and maintain computer records to meet program needs.
• Complete patient demographic entry into TURBO and Provide as needed.
• Complete Payment Entry as instructed.
• Ensure proper operation/maintenance of modem, fax, computer, printer, copier and other office equipment through communication with Administrative Team.
• Prepare reports from electronic records as requested.
• Enter and maintain information in electronic systems, such as Provide/Turbo to maintain administrative and participant filing system by ensuring documents are scanned and uploaded as directed.
• Promote and uphold the agency's mission statement
• Promote sense of team through mutual respect and assisting co-workers as needed
• Monitoring and making edits to the Indiana First Steps EIHub, as needed.  
• Messaging with First Steps Service Coordinators and managing/monitoring referral process.
• Completes payroll process for all hourly employees and contractors, including verifying all payroll records with the EIHub.  
• Completes First Steps billing on a weekly basis, or as needed. 
• Assists with the grant funded programming, including referrals and billing for Toddler Time and Sycamore Seedlings. 
• Other duties as assigned.

Requirements

Skills/Abilities:  

• Training or experience in bookkeeping, data management, secretarial and office administration preferred.
• Detail oriented.
• Must type a minimum of 50 words per minute
• Training or experience in computer utilization. Windows products familiarity.
• Ability to be flexible, organized, responsible and a team player.
• Excellent verbal and written communication skills required.
• Ability to perform required tasks independently making effective use of available time.

Education and Experience: 

• High School diploma or demonstrated equivalent competency required 

Physical Requirements:  

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.