Administrative Assistant

Under the direction of the Executive Director, the Administrative Assistant performs a variety of administrative duties to support Vista Care operations, employees, individuals served, and outside agencies. The Administrative Assistant serves as the first point of contact for all 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, including Rep Payee. The Administrative Assistant operates in a professional office environment and routinely uses standard office equipment. The Administrative Assistant should be as independent as possible and supports operations, employees, and agencies to a high satisfaction with services and supports.

Requirements

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

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

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

• Answer multiple phone lines, emails, and greet in-person customers
• Maintain office equipment, phones, and supplies
• Responsible for scanning and storing documents
• Supports various departments during company training and meetings, including ordering and picking up meals/snacks, copying training/benefit packets as needed, etc.
• Orders, prepares, and distributes company greeting cards, manages all mail, 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, and completing supply inventory 
• Additional administrative duties may include but are not limited to:
• Assist with onboarding activities
• Tracking and monitoring data in Therap as assigned
• Responsible for scanning training records and storing documents to appropriate electronic folders
• Assist with new hire orientation and the creation of training schedules, as needed
• Assist the Executive Director with compiling, organizing, and filing “fact finding” investigation paperwork
• Maintain regular office hours, with some evening/weekend work possible
• Support in fleet management, scheduling of routine maintenance
• Coordinate and assist HR with submission of certification/recertification documents
• Provide other additional support to operations, as requested by Executive Director
• Perform Rep Payee responsibilities, as directed by the Executive Director.
• 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 Vista Care’s policies and procedures
• Treat 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.  

Qualifications and Experience:

Complete required initial and ongoing training requirements within Vista Care and State required timeframes and meeting required competency levels. Training includes, but is not limited to:

• New Hire Orientation
• Additional training per year as required or as scheduled

Additional Requirements

• Required to pass all background checks, upon hire
• Must have a valid driver’s license, p