Supportive Living Services (SLS) Admin Asst.

Job Title: Supportive Living Services Administrative Assistant

Department: Administration

Reports To: President/Vice President

FLSA Classification: Non-Exempt

Supervises: N/A

Created/Uploaded: 2021

POSITION OVERVIEW:

Coordinate daily operations within the Supported Living Services Department to include working closely with the Case Manager and Clinical Director. Assist all Supported Living Services Employees on inquiries within the field for the efficient and smooth running of the SLS Department. Provides daily resolution to include communication with employees, managers, and clients. Provide clerical and administrative and clerical support within the Supported Living Services Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Aligns her/himself to the goals of the organization.

• Capable of adapting to the needs of the business at the current moment.

• Measures the goals and objectives of business needs to ensure objectives are met.

• While acting as the 3rd point of contact for the front office, assists in coordinating daily operations within the front office to include communication with employees while filtering/coordinating needs to the appropriate departments.

• Performs all administrative duties to include: typing, faxing, copying, emailing, directing phone lines, and while assisting with general housekeeping duties.

• Perform all duties and projects as assigned for the smooth running of the SLS Department and the Company as a whole.

• Direct all SLS employee and client concerns appropriately to include consultation with the HR Department if necessary.

• Manage and monitor Client allowances.

• Monitoring of Client information sheets.

• Receive and distribute Client medication while acting as the point of contact when necessary for Pharmacy communication/inquiries.

• Monitoring of Client discharge paperwork to include all necessary communication to/from management.

• Assist in the launch/up-keep of the Relias training program for all new/current employees within all the departments.

• Consult with Management regularly on required/needed documentation.

• Monitor Employee timesheets to include timesheets corrections, employee coaching, and training.

• Assist in the monitoring of overtime and assist in reducing over-time within the company when applicable.

• Monitor and verify timesheets are completed correctly as deemed necessary to include: PTO, Sick-time, regular time-worked, overtime etc.

• Assure the Payroll Department receives final timesheets within the appropriate time frame to assure the employee receives their final paycheck by the 72 Hour window.

• Assure receipt of all documentation from employees to include: timesheets, mileage logs, consumer notes, etc.

• Provide guidance to SLS employees needing additional assistance with utilizing apps to complete their job duties.

• Produce SLS calendars to include updating the calendars to the drive.

• Attend/Coordinate SLS Manager meetings.

• Assist with employee schedules as needed.

• Submission and monitoring of SLS work orders.

• Scheduling and coordination of IDT Meetings.

• Assist SLS employees with Company Tablet support to include troubleshooting if necessary.

• Performs all other duties as assigned.

QUALIFICATIONS – To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience –

• Two years of related experience in the field.

• High School or G.E. D.

Required Technical / Other Skills/ Abilities

• Ability to multitask, prioritize, and meet deadlines.

• Excellent written and verbal communication.

• Ability to effectively present information and respond to questions from employees, customers, and the public.

• Ability to calculate figures and amounts for the purpose of timekeeping.

• Flexible schedule, including occasional nights and weekends.

• Ability to effectively establish and maintain meaningful relationships.

• Ability to coordinate activities and services to meet the on-going needs of individuals served.

• Strong follow through to ensure quality services, regulations and network standards are upheld.

• High energy, goal-oriented, and an ability to inspire people.

• Access to a registered vehicle with proof of insurance

• Must pass a background investigation that includes FBI/DOJ fingerprint check.

Required Licenses / Certifications – Working knowledge of computers and most commonly used business software, to include Microsoft Word, Excel, Outlook, Payroll software's, and PowerPoint.

Since driving a vehicle during the scope of employment is necessary, the incumbent should possess a valid California driver’s license and carry automobile liability insurance that meets or exceeds State requirements. A clear Motor Vehicle Record is required. Updated MVR’s may be periodically collected.

Physical Demands:

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently requires to stand, talk, hear, walk, sit, and use fingers, tools, controls, and electronic devices. The employee is occasionally required to reach with hands and arms, stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 50lbs.

Confidential Information:

This position has access to confidential information - client medical data, company intellectual property, company emails, medical records of clients, etc.