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Vinfen · 3 months ago

Team Administrative Assistant

Somerville, MA, 02143, United States

Full-time

Onsite

New Grad, Entry Level

$22/hr - $22/hr

Vinfen is a nonprofit health and human services organization dedicated to providing community-based services to individuals with mental health conditions and disabilities. The Team Administrative Assistant is responsible for providing administrative and clerical support, maintaining productivity, and serving as the first point of contact for visitors while handling various administrative tasks.

AssociationHealth Care

Responsibilities

Welcome visitors and direct them to proper staff person

Answer telephones and direct calls to proper party. Assist with and check phone messages. Maintain phone listings

Direct questions to correct staff

Assist with setting up rooms for staff trainings

Maintain the fax and postage machine. Distribute faxes and mail to mailboxes. Ensure appropriate postage on outgoing mail. Maintain and update mailboxes, as needed. Send regular and express mail packages

Order and maintain supplies such as envelopes, mailing materials, and stationary

Schedule use of conference room(s)

Prepare forms for submission to Vinfen, i.e. Accounts Payable vouchers, cab vouchers, Charges for Services and Supports notifications, purchasing requests, PS money logs, etc

Log all checks

Audit money logs monthly. Update contingency loan payment information daily

Process service delivery documentation by ACCS staff. Complete monthly billing through EIM for ACCS PS as directed by Team Leader

Collect team appointments/schedules; prepare standard reports such as Staff Productivity Report, as directed by Team Leader

Attend Staff Meetings, take minutes

Create enrollment/rollover packets for PS and register new PS into clinical record keeping systems as needed. Log Events and Performance Measure information as directed by Team Leader

Promote engagement, housing permanency, community tenure, achievement of greater self-sufficiency and successful completion of service for all PS

Promote healthcare, employment and education services access for PS

Perform other administrative support tasks such as typing correspondence, preparing spreadsheets, recording meeting minutes, and preparing record pick up from Iron Mountain

May perform Rep-Payee duties as assigned by Team Leader

Perform other related duties, as assigned

Qualification

Administrative supportClerical skillsCommunication skillsOrganizational skillsTime management

Required

High school diploma or equivalent required

Experience in an administrative support role preferred

Strong organizational skills and attention to detail

Excellent verbal and written communication skills

Ability to work independently and as part of a team

Proficient in Microsoft Office Suite (Word, Excel, Outlook)

Ability to manage multiple tasks and prioritize effectively

Experience with billing and service delivery documentation

Ability to maintain confidentiality and handle sensitive information

Preferred

Experience in a healthcare or human services environment

Familiarity with clinical record keeping systems

Knowledge of community resources and services

Benefits

A fully funded, employer-sponsored retirement plan that requires no employee contribution as well as an employee-funded 403(b) plan

First-rate Medical, Dental and Vision plans that are open all employees scheduled to work 30 hours per week or more. Plus, we offer a generous employer contribution toward the cost of medical insurance!

Employer-paid Life, Accidental Death & Dismemberment and Long-Term Disability Insurance (no cost to you!)

Employer-paid Short-Term Disability Insurance along with the option to purchase additional, voluntary, Short-Term disability insurance

Flexible Spending Reimbursement Accounts (Health and Dependent care)

Voluntary Term, Whole Life, Accident and Critical Care Insurance

Generous paid time off (Employees scheduled to work 20 hours or more per week):

15 days of Vacation per year

11 Paid Holidays

10 Sick Days per year

3 Personal Days per year

Educational Assistance and Remission Programs

$500 Employee Referral Bonus with no annual cap!

Other generous benefits including discounted YMCA memberships, access to discounted movie tickets and more!