Unit Assistant

1. Job Summary: Under minimal supervision, the Unit Assistant performs highly skilled administrative, supportive functions and secretarial duties for staff, and is an active member of the unit or units; performs job functions with a high degree of independence and initiative.

1. Functions and Responsibilities: Responsible for complex and specialized tasks such as the maintenance of computer related information, composing and maintaining reports and surveys and composing correspondence from both verbal and written direction; researches, gathers, analyzes and reports statistical information; provides assistance in the absence of other unit members; completes forms and applications; establishes tracking systems and filing systems; completes tasks related to state and federal requirements; requests and tracks client data base information; obtains signatures on forms as needed; sends informational packets; coordinates and schedules meetings both on-site and off-site; responsible for responding to requests for information relating to agency’s services, policies and procedures; and other duties as assigned.

1. Minimum Employment Standards:

1.  Education: Graduation from high school or G.E.D.
2. Experience: Four years experience in office work, preferably in a Social, Medical, or Human Services environment, with a demonstrated increase in responsibilities is required or an AA degree in general business or Human Services related field may be substituted for one year of office experience. A BA degree in general business or Human Services related field may be substituted for two years of office experience.
3. Knowledge, Skills and Abilities: 

The ability to work with minimal supervision and to exercise independent judgement and initiative; ability to work as a member of a team; ability to receive and communicate information clearly by phone and in person; skill in prioritizing and organizing work to meet multiple demands and deadlines, skill in remaining flexible to changing schedules, skill in maintaining the confidentiality of Clients and organizational data; skill in relating to the general public and staff members in a tactful, concise and diplomatic manner; the ability to type 55 wpm as shown by a typing certificate; knowledge of operating a variety of office machines, including personal computers, copies, fax machines and calculators; knowledge of the English language including excellent spelling, grammar and punctuation; knowledge and extensive experience working in a Microsoft/Windows environment including Word, Excel, Access; knowledge of SANDIS.

1. Other Requirements:

Local and regional travel, including overnight trips, will be required. This position is a non-exempt full time position. This position requires extensive sitting in office settings, for meetings and for travel. Additional physical requirements are: frequent walking, standing and occasional lifting up to 40 pounds with occasional bending, stooping, reaching and stretching to complete work duties. Any of the above with reasonable accommodation.

1. Supervision:  This position is supervised by a Client Services Manager.

UNIT ASSISTANT

Client Services Job Duties 

• Preparing and distributing a variety of correspondence, reports and forms.
• Input data into SANDIS database.
• Assists with scheduling meetings and appointments.
• Maintains files and records.
• Track and log information.
• Complete complex filing for all staff members.
• Prepare letters to request Medical Records for Service Coordinators
• Coordinates meetings.
• Prepare and distribute meeting minutes.
• Assemble detailed information packets as requested.
• Detailed and complex copy projects.
• Extensive database entry and information retrieval.
• Create flyers, forms, mailing labels and packets.
• Manage bus ticket distribution.
• Assure Master Calendar is current.
• Proof-reading documents for accuracy.
• Maintain and manage file storage area.
• Maintain master file of agency forms and documents. Update when necessary.
• Organize all specialty clinics including coordinating dates, scheduling clients, preparing documents, preparing room, reminder calls to clients and families. Relaying information to Service Coordinators.
• Assist clients to complete necessary forms at direction of staff.
• Provide resource information to clients.
• Assist Service Coordinators in arranging transportation and out of area lodging for clients.
• Processes and distributes mail within unit.
• General office support when necessary, including: management and maintenance of office machines, video conference set up, faxing documents, preparing letters as requested. 
• Back-up Reception duties – professionally greeting visitors and directing phone calls.