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Job Title: Administrative Assistant

Department:   Children, Youth and Family Services

Directly Reports to:   CYFS Office Manager

SUMMARY OF POSITION:   This position provides a broad range of administrative support services to all CYFS (Children, Youth, & Family Services) programs of Washington County Mental Health Services.

SPECIFIC DUTIES AND RESPONSIBILITIES:

+ Act as receptionist and provide administrative support to program directors, division directors, and direct care staff for all CYFS programs and will provide administrative cross coverage at multiple sites for WCMHS.

+ Cover multi-line program telephones (including 579 S. Barre Road).

+ Provide secure access to several doors via button activation

+ Assist staff psychiatrist/psychiatric nurse practitioners.   Place reminder calls to clients with psychiatry appointments.  Assemble psychiatric referral packets, distribute as requested. When packets are returned, score assessments (see item 5) and review packets for completion.  Schedule evaluations and medication check appointment.

+ Provide computerized scoring of Achenbach Child Behavior Checklists, Brief Problem Scales, Attention Deficit Disorder Evaluation Scales and Parenting Stress Indexes.

+ Create and maintain Excel spreadsheets, create brochures and other material in Publisher and PowerPoint for program managers as needed.

+ Scan notes/documents into UEMR.

+ Send/receive/distribute faxes.

+ Provide Notary services.

+ File records and other documents and assist Children’s Records with various other tasks, as needed.

+ Send requests for records, including those from other agencies, providers, Disability Determination, etc. to appropriate staff.

+ Schedule conference rooms for all of CYFS.

+ Make photocopies and maintain photocopiers (arrange for repair when applicable).

+ Receive and distribute incoming interagency mail and organize outgoing interagency mail daily.

+ Receive and distribute petty cash checks.

+ Distribute purchase orders and maintain office supplies for all programs within Children, Youth and Family Services, provide Office Manager with supply order.

+ Daily U. S. Postal mailing/metering and sorting.  Maintain postage meter.

+ Maintain staff information list (staff name, program, title, supervisor’s name, home address, home/cell phone numbers and emergency contact).

+ Act as liaison between staff and Maintenance Department/MIS.

+ Serve on Agency committees as needed

+  Be familiar with HIPAA Privacy policies and the functions of each agency division

+ Perform other duties as assigned.

QUALIFICATIONS:

Education:

Required - High School Diploma/ GED

Experience :

+ Three years of progressively responsible secretarial/ administrative support work experience, preferably in a human service setting.

+ A professional demeanor is required, and appropriate office attire must be observed.

+ Excellent interpersonal skills: excellent telephone and face to face reception skills:

+ Ability to perform multiple duties concurrently:

+ Must possess a strong working knowledge of computers and be proficient with Microsoft Word, Outlook, Excel: Publisher and PowerPoint preferred.

Duties are performed largely in a standard office setting, but some travel may be required for which private means of transportation should be available. Differences of opinion may be encountered.  Required to be in a stationary position 50% of the time, operate and/ or use computer.  Regularly required to move / position self for maintaining documents and move or transport up to 20 pounds .

EOE

Send letter of interest/resume to

WCMHS, Personnel, PO Box 647 Montpelier, VT 05601-0647

e-mail: [email protected] : www.wcmhs.org

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