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 Director of Non-Residential Services.

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.