Job Description:

Essential Job Functions:

• Work with a team to solve problems in the office.
• Provide supervision to Office Assistants and Clerical Support.
• Provide supervision to Program Coordinators in conjunction with the Regional Director/Assistant Regional Director.
• Provide assistance with the onboarding process for new associates and ensure new hires are scheduled to attend New Hire Orientation.
• Ensure new hire I-9 information is collected within 3 days of hire and entered into the human resources information system (HRIS).
• Assist Program Coordinators with managing associate staffing events and changes for associates within the human resources information system (HRIS).
• Assist new associates in accessing email address and Relias Training.
• Maintain tracking databases to ensure the organization has current copies of associate's vehicle insurance, driver's license, and other required documentation.
• Make needed contacts to create email and phone codes for new associates as
  applicable.
• Train associates on use of the phone system.
• Answer the phone according to the local schedule.
• Act as receptionist or back-up receptionist according to the local schedule.
• Type letters or reports and take meeting minutes as requested.
• Assist the Assistant Regional Director/Regional Director in administrative recordkeeping.
• Develop and maintain a filing system.
• Ensure the office is open during the hours specified.
• Create, maintain and audit associate records to ensure compliance with contractual
  and organizational requirements.
• Order printing and office supplies as needed and oversee maintenance of office
  equipment.
• Maintain current lists of phone numbers, addresses, associates and clients served.
• Assist with general office upkeep and cleaning.
• Maintain confidentiality of case records and associate information as directed by
  HIPAA policy.
• Work with the office team in a positive manner to accomplish goals.
• Assist with the implementation of Preferred Family Healthcare's Health and Safety
  procedures.
• May help coordinate office social events.
• Prepare records when they are requested through subpoena or court order, as
  assigned.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Represent Preferred Family Healthcare in a positive way to staff and the public.
• Treat all people who come in or call with respect and dignity.
• This person should be friendly, helpful and respectful to all who call or come into PFH facilities.
• Must have a reliable means of communication;
• Must possess skills to write clearly and legibly;
• Ability to read and comprehend simple instructions, short correspondence and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations.
• Knowledge of database software; spreadsheet software and word processing software.
• Ability to deal with a variety of personalities.
• Ability to take responsibility and work independently.
• Good time management and organizational skills and ability to prioritize.
• Ability to operate various office machines.
• Awareness of need for confidentiality, professional ethics and code of conduct.
• Maintains a positive attitude in the work environment.
• Ability to multitask and remain highly organized, developing effective organizational systems as needed.
• Ability to work with information in a confidential manner.
• Experience with Excel and Google Sheets required.
• Experience with QuickBooks preferred.

Experience and Education Qualifications:

• High School Diploma or equivalent required.
• Associates Degree from an accredited college or university preferred.
• One year of clerical experience in a related field preferred.
• Two years of supervisory experience preferred.

Supervisory Requirements:

• Supervise Program Coordinator and Office Assistant / Clerical Support
• Communicate the strategic direction of the organization and encourage participation by all associates.
• Provide leadership and guidance to all aspects of services provided.
• Take an active role in monitoring the identification, development, and execution of
  strategic objectives.
• Involve, as appropriate, all associates in order to achieve goals.
• Effectively communicate to associates any changes and news worthy events within the
  department or company to all associates.
• Handle difficult personnel situations directly, using appropriate discretion and Human Resource advice to show respect for the individual
• Champion change and effectively manage the implementation of new ideas.
• Reinforce team approach throughout functions; support and solicit input from team
  members at all levels with the company.

Employment Requirements:

• Successful completion of background check including criminal record, driving record and abuse/neglect.
• Completion of New Hire Orientation at the beginning of employment.
• All training requirements including Relias Learning at the beginning of employment and annually thereafter.
• Must have and maintain certification in CPR, First Aid if required by the Regional Director.
• Must complete all training requirements for certification and for organization.
• Must have appropriate, reliable transportation, proof of insurance, and a valid driver's
  license.

Physical Requirements:
The physical demands described here are representative of those that must be met by an
associate to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
While performing the duties of this job, the associate is regularly required to sit and talk or
hear. The associate frequently is required to use hands to finger, handle, or feel and reach
with hands and arms. The associate is occasionally required to stand and walk. The
associate may occasionally lift and/or move up to 35 pounds. Specific vision abilities required
by this job include close vision, and ability to adjust focus.

We are an Equal Opportunity and Affirmative Action Employer, and encourage applications from all qualified individuals without regard to race, color, religion, sex, gender identity, gender expression, sexual orientation, national origin, age, marital status, disability or veteran status, or to other non-work related factors.

Supported Living and Employment Services is a Smoke and Tobacco Free Workplace.