Corrections RRC - Administrative Assistant

Volunteers of America Chesapeake
Baltimore, MD
Nov 28, 2022
Nov 30, 2022
Full Time
COMPANY OVERVIEWVolunteers of America Chesapeake & Carolinas empowers self-reliance and inspires hope. As a church without walls, we do this through personalized housing, ministry, health, and human services that benefit vulnerable individuals, their families and the community. Founded in 1896 in Baltimore, MD by social reformers, Ballington and Maud Booth, we were one of the first of over 30 affiliates of Volunteers of America one of the nations largest and most comprehensive human services organizations.Our founders envisioned a movement dedicated to reaching and uplifting the American people. On behalf of the organization, the Booths pledged to go wherever we are needed, and do whatever comes to hand. Their declaration continues to guide Volunteers of America's impact on Helping Americas most vulnerable.Through a dedicated and committed team of more than 850 employees and thousands of volunteers, we provide critical care, support services and hope to thousands of people each year throughout Virginia, Maryland, the District of Columbia and the Carolinas. We firmly believe our employees drive the success of the organization. Through our diversity, equity and inclusion efforts, we endeavor to attract, engage and retain qualified, diverse, compassionate individuals to join our journey and experience.JOB SUMMARY The Administrative Assistant (AA) is responsible for assisting with and implementing all assigned office, clerical and administrative functions of the program. This position directly supports the Operations Specialist and Senior Program Director. The AA also is responsible for assisting and supporting other program management and staff with administrative duties and functions as assigned. RESPONSIBILITIESAnswer and direct telephone calls and visitors to the appropriate departments.Coordinate all incoming and outgoing correspondences; dating and stamping all documents as appropriate.Assist in maintaining daily contact with funding agencies, providing required documents, reports, and information as required by the contract.Assist in maintaining documentation/records of all movement of residents and a monthly records and reports of all residents in the program for billing purposes. Assist in completing billing reports as assigned.Send referral agencies current program information (facility rules, handbooks, etc.).Complete data entry (referral/resident info) and otherwise learn and operate the electronic CM/operations systems, including the RRC systems and funding source systems.Complete case manager rosters. Assist in updating the program bed space.Assist in compiling new resident referrals and intake packets including furlough documentation, transfer orders and print cards.Complete and submit records, reports, transfer orders and print cards to referring agency.Log, assign and track all resident disciplinary incident reports, investigation and hearing packets.Assist in processing and coding program expenses, and consultant invoices as approved by the Program Director, submit credit card reports and receipts to Finance.Compile and complete the monthly program reports accurately and disburse them in a timely manner as directed.Monitor all office equipment, reporting malfunctions and coordinating the repairs as directed.Maintain, order and disburse office supplies as approved by supervisor.Assist in updating and maintaining an adequate supply of forms, office and program supplies to ensure in compliance with program, contract and ACA standards.Assist Program Management & Support staff with completing and maintaining all ACA, PREA and other accreditation files and support documentation for accreditation/monitoring audits.Assist in coordinating meetings, tours and catered events.Attend and participate in and support staff meetings and staff training as directed.Complete minutes for monthly staff meetings and distribute the minutes of meetings as directed.Assist in tracking all employee training hours, including CPR/First Aid certifications and expiration dates.Participate and complete in 40 hours of annual training as mandated by the ACA, VOAC, and funding source, and maintain certification in CPR/First Aid.Perform duties as outlined in Program's Operations Manual.Maintain all P&P and Operations Manuals and annual operating documents as required.Represent the Program to the public, community agencies, and funding sources professionally and appropriately.Drive on company business and/or transport residents as required.Perform other duties as assigned.EFFECT ON END RESULTTo ensure the safety and security of the residents.To ensures the efficient functioning of the RRC Program Administrative Office and functions.To provide efficient administrative support for the staff and residents.To support and assist resident services, security and facility operations.To provide updated information to referral agencies and future program participants.To maintain accurate and complete monthly records of resident movements for security, electronic systems, man-days and subsistence reports for billing submission.To insure an adequate inventory of office supplies, forms, and functioning equipment.To ensure all program expenses are processed, coded and submitted to Finance for payment.To assist to expedite and coordinate the pre-employment process.To accurately maintain required personnel files on-site, and support personnel training activities.To present a good public image of the VOAC and its programs by providing accurate, useful information in a positive and timely manner. PHYSICAL REQUIREMENTSThe physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. The ability to safely operate a motor vehicle to transport oneself, consumers, and program supplies as necessary. The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities, and operate office equipment.May be required to lift up to 25 lbs.Operating office equipment requiring continuous or repetitive hand/arm movements. The ability to remain in a sitting position for extended periods of time OTHER DUTIESPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. REQUIREMENTSThe successful candidate must possess a high school diploma or equivalent.The ability to type at least 65 words per minute accurately. Candidates must also be proficient in punctuation, spelling, and arithmetic with a working knowledge of or ability to learn and operate computer/software systems.Candidates must have intermediate proficiency in use of Adobe Reader, Microsoft Office Suite (with the emphasis on Excel, Word and Outlook). At least 2 years of experience directly supporting a manager level position (or above).The Administrative Assistant shall possess the ability to interact positively and effectively with others in an office environment, multi-task and work in a high paced environment. He/she must be able to write and communicate well and be highly organized; and perform appropriate office tasks such as maintaining the inventory of supplies, keeping and preparing records and reports, answering telephones and greeting visitors, monitoring maintenance of office machinery, etc. He/she must also possess the ability to complete billing records IAW requirements, and navigate through electronic case management and billing systems.EEO/AA

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