Title of Position: Data Entry Clerk, DD Services
Reports To: Director of Developmental Disabilities Services
Brief Summary of Position:
Provides administrative support to the Director of DD Services. Responsible for all administrative functions and office operations within DD Services.
Duties include engagement in project based work (i.e. running reports, data analysis, organizing results into concise data driven reports), and maintaining office systems. The incumbent is responsible for all clerical tasks including tracking training participation and assisting with managing program files. The Administrative Assistant will be responsible for interfacing with HR regarding recruitment of new employees and the transition of all new hires. Work is performed under the supervision of the Director of DD Services.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Implement appropriate office standards and protocols. Efficiently maintains office services and operations, oversees DD Services administrative office operations and procedures, and completes clerical functions.
Generate reports form agency’s EHR (Electronic Health Record). Reviews and organize data garnered into concise reports.
Input intake information in the agency’s HER. Create and modify documents using Microsoft Office, Excel, and Power Point presentations.
Oversees the proper storage of official records in the administrative office, in Power DMS system and at the ancillary DD program locations; helps define procedures for retention, protection, retrieval, transfer, and disposal of records.
Assists with the allocation and development of office space within department; works collaboratively with all levels of staff to assess and respond to operational needs at all DD programs.
Assists programs with setting up/monitoring an efficient system for managing individuals records. Must travel to all program sites at least monthly to review the existing system for managing individuals’ records and ensure that it is in compliance with HIPPA and UPS’ standards.
Performs selected administrative functions in support of the following DD services activities: State and internal CQI audits, incident review committee, CQI processes, and program development.
Provides leadership as an accountable member of the management team, representing the Agency in a professional and ethical manner. The Administrative Assistant is tasked with maintaining positive relationships with colleagues, clients and external stakeholders, as well as, actively participating in staff meetings and briefings.
Perform other related duties, as assigned by the Director for DD Services.
QUALIFICATIONS: To perform this job successfully, the incumbent must be able to perform each essential duty satisfactorily. Completed formal training in an administrative assistant field or gained equivalent work experience. Must have exceptional computer proficiency; strong organizational skills, and superior analytical aptitude. Must have well-developed communication, English and grammar skills.
At least 2 years of college preferred, or a high school diploma with one year of data analytics experience. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
At least one year providing administrative support to DD programs preferred
Skills and Competencies:
Excellent negotiation, interpersonal, oral/written communication skills.
Ability to organize and handle a variety of tasks and projects, simultaneously.
Good problem-solving and decision-making skills.
Ability to relate effectively with individuals of diverse background and lifestyles.
Must be proficient in the following computer software (Access, Excel, PowerPoint, MS word, Outlook)
Other Relevant Requirements/Licenses/Credentials:
Familiarity with basic math and able to complete basic computation
NOTE: This job description reflects management’s assignment of essential and secondary functions.
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