Delta Projects, Inc. is seeking a part-time Administrative Assistant for Community Based Day Services. The Part-Time Administrative Assistant position for the Community Based Day Services (CBDS) is responsible for overall back office activities, including the maintenance of confidential files and iCentrix (Electronic Health Records.) This position is also responsible for assisting with program schedules and overall employee attendance records. This position is also responsible for auditing the compliance of required CBDS employee certifications.
Delta Projects, Inc., is nonprofit organization, located in Dedham, MA, supporting individuals with intellectual and developmental disabilities to live and grow in a manner consistent with that of other citizens of the Commonwealth. Delta promotes dignity and respect for each individual while also focusing on individual needs, hopes and desires.
Core Responsibilities:
Interface with other providers (residential, nursing, etc.) to ensure effective workflow through in-person, telephone and mail communications, both internally and externally, while maintaining a professional image.
Manage and maintain confidential files, while requesting necessary documentation, from a variety of sources, to insure completion of necessary files in preparation for audits and/or surveys.
Create and maintain confidential and sensitive records on iCentrix (Electronic Health Record).
Routinely audit progress notes and Individual Support Plan (ISP) data sheets to insure timely completion, while communicating with the Program Director, as needed.
Routinely audit Medication Administration Program (MAP) documentations for overall compliance.
Track required due dates, such as ISP, and manage a calendar of scheduled meetings.
Maintain and monitor petty cash and AMEX receipts, to be submitted on a monthly basis.
Data entry of payroll for individuals and staff, to be submitted to the CBDS Director for further approval bi-weekly.
Maintain accurate daily attendance records in Excel, to be submitted to the contracts manager on a monthly basis.
Maintain inventory of program supplies and re-order on a timely basis.
Monitor Med Cabinet, request med refills from Residential Managers on a timely basis, receive meds and act as gatekeeper - rejecting if not MAP compliant, set-up new individuals/meds in the med books with required documentation per MAP, monitor and print monthly med sheets, assist with routine med audits, provide back-up medication administration as needed. Maintain MAP certification.
Provide general administrative support to program as needed.
Assist with the overall order and cleanliness of common work areas.
Assist with community outreach and special event planning, as needed.
Complete special projects under the direction of the Program Director.
Any additional duties as assigned by supervisor.
Requirements and skills:
1-3 years of office management experience
Experience working with individuals with Intellectual/Developmental Disabilities strongly preferred
High School Diploma or equivalent required; Associates degree preferred
Professional oral, written, and telephone communication skills
Proficiency with MS Office (Word, Excel, Outlook, Access)
Ability to work with minimum supervision, multi-task, and prioritize tasks
Possession of strong organizational skills
MAP Certification preferred, if not MAP certified, must receive MAP within 4 months
Ability to maintain agency standards of confidentiality
Ability to interact with others in a professional and respectful manner at all times