JOB SUMMARY

The Program Service Assistant performs clerical work of moderate complexity which requires the utilization of typing/computer skills. This position reports directly to the Office Manager.

ESSENTIAL FUNCTIONS

The following Essential Functions will be assigned/distributed by the Office Manager:

  • Responsible for typing and distribution of correspondence/memorandums for the region’s management team.
  • Sends ISP meeting documentation to Interdisciplinary Teams (meeting invitations, declination letters, assessments…etc.) Ensures copies of all documentation are kept in consumer files.
  • Tracks status of EIM reports and communicates information pertaining to incident closures, extensions or disapproved incidents with appropriate management personnel.
  • Updates various site forms and consumer information forms.
  • Copies and distributes vehicle inspection reports to sites. Submits original vehicle inspection report to the Director of Property/Risk Management.
  • Provides copies of forms to sites as requested.
  • Copies, distributes and files correspondence and memorandums.
  • Collects, reviews and copies weekly timesheets.
  • Responsible for data entry of various staff and consumer information.
  • Copies training materials (Staff Effectiveness Training, Safety Techniques, Medication Administration Training, Driver Training, First Aid/CPR, etc.) as required.
  • Designs and/or revises forms as requested.
  • Prepares and designs flyers, brochures and posters for special events as requested.
  • Assists with maintenance of consumer files for all non-residential programs.
  • Other duties as assigned.

NON-ESSENTIAL FUNCTIONS

  • Performs receptionist duties inclusive of answering phones courteously and greeting visitors courteously.
  • Responds to situations in which guests, visitors and callers need immediate assistance by remaining calm, responding professionally and connecting the individual in need with the appropriate person and/or information required.
  • Prepares Agency mail for delivery.
  • Participates in staff meetings.
  • Acts as a back up to receptionist position.

MINIMUM QUALIFICATIONS/REQUIREMENTS

(Education and/or Experience/Physical Demands/Other Skills and Abilities)

Education and/or Experience:

  • High school diploma/GED equivalent and 1-2 years previous clerical/secretarial experience in a professional office setting.

Physical Demands:

  • Lifting: Must be capable of lifting 5-10 pounds to transport files or supplies.
  • Bending/Reaching: Must be able to reach and bend in order to file paperwork and retrieve supplies.
  • Sitting: Must be able to sit for long periods of time in order to complete typing requirements.
  • Standing: Must be able to stand for 30 minute periods to perform copying requirements.
  • Must be able to set up rooms for meetings or trainings inclusive of moving tables and chairs, etc.

Other Skills and Abilities:

  • Must read, write, speak and understand the English language.
  • Must complete 12 hours of training in each calendar year.
  • Must be able to handle multiple projects and meet deadlines in a fast paced environment.
  • Must be able to arrive at creative solutions to problems.
  • Must maintain a pleasant and professional demeanor at all times in order to remain open and accessible to all co-workers, management staff, and outside contacts.
  • Must be able to type and to operate a personal computer.
  • Must be able to operate a copy machine, fax machine and mail machine.
  • Must be able to operate the Western Region phone system.
  • Must possess and maintain a valid driver’s license from state of residency and be insurable under Step By Step’s insurance carrier’s regulations.
  • Must be willing and able to attend conferences, seminars, trainings and meetings as instructed and serve on an Agency committees if requested.
  • Must be knowledgeable of Agency services, policies and procedures.
  • Must adhere to Professional Standards as set forth by the Agency and maintain confidentiality at all times.
  • Must complete required training in accordance with the Agency Training Matrix.
  • Must actively promote and personally observe safety and security procedures.
  • Must maintain confidentiality at all times.