Admirative Assistant

Description

 Position Purpose: The Clerical Specialist provides clerical and administrative support to the counseling and management staff and is responsible for the daily administrative duties of the DUI program.

Part Time Afternoons M-Th 4:30-PM to 9:30PM & Saturday 8AM -12PM or Mornings. Could lead to FT

• Answering telephones, assisting callers as needed, including but not limited to forwarding of calls, taking messages, scheduling and re-scheduling client appointments.
• Reception duties including welcoming clients and scheduling various appointments such as, enrollment, reinstatements or make-ups of missed appointments.
• Making copies or filing, as directed.
• Ensuring that all office supplies and program forms are fully stocked at the end of each shift, on a daily basis.
• Prepare orders for forms and office supplies for the Manager.
• Open, date stamp and distribute mail daily.
• Process all outgoing mail on a daily basis.
• Track all court referrals, log if required and send appointment reminder letters/emails and calls.
• Enter all intakes and transfer-ins into MS Access Database on a daily basis.
• Type file labels and place files in assigned class/group.
• Monitor enrollment log books.
• Learn and use the computer finance system to check client balances.
• Accept payments in the manner prescribed in the A/R Policies and Procedures.
• Monitor transfer files, contacting agencies to ensure that clients follow appropriate transfer procedures. Log results in the progress notes.
• Prepare and email client notices.
• Handle calls and inquiries from the Courts, DMV and Probation in an efficient, courteous and professional manner
• Be responsible for maintaining the enrollment and completion log- books.
• Maintain an accurate log of all court referrals.
• Coordinate the servicing of copy machines.
• Attend staff meetings, as scheduled.
• Direct the disposition of sensitive and problematic situations to the attention of the Administrative Lead or Program Manager.
• Perform other duties as assigned.

 Qualifications

 Education/Experience: This is an entry level position - High School degree or equivalent level of conceptual skills, computer and office experience.  office experience using Microsoft PC applications.. MS Word, Outlook, Access etc...