Vocational Administrative Assistant

Job Summary: Provide administrative support to the Vocational Department including greeting, screening and directing visitors and calls to the department as well as recording personnel data and specific reporting requirements for vocational information. Job Duties & Responsibilities: ▪ Operate telephone switchboard to answer, screen or forward calls, providing information, taking messages or scheduling appointments as backup support for the receptionist. ▪ Greet persons entering department, determine nature and purpose of visit to either address need or check availability of requested contacts and direct or escort them to specific person to satisfy requests. ▪ Perform employment verifications as requested. ▪ Process monthly authorizations from referring agencies to track referrals. ▪ Coordinate and update calendars for meeting rooms as days and times are requested. ▪ Perform administrative support tasks, such as proofreading, transcribing handwritten information; prepare memos, correspondence or other documents. ▪ Conduct vocational file audits monthly by region location. Share audit results with Vocational Director and Vocational Specialist staff to review findings and correct changes as needed. ▪ File and maintain records for the Vocational Department including authorizations, invoices, employment placements and other records in alphabetical or numerical order or according to the filing system used. Purge and remove files as needed. ▪ Retrieve and calculate bi-monthly timesheets for submissions to payroll. ▪ Assist Vocational Specialist and Director with employee records and special projects as needed. ▪ Find and retrieve information from files in response to requests from authorized users including but not limited to auditors, managers and investigators. ▪ Scan or read materials to determine how and where they should be classified or filed. ▪ Sort or classify information according to guidelines, such as content, purpose, user criteria or chronological, alphabetical or numerical order. ▪ Transmit information or documents using computer, mail, or fax machine. ▪ Place documents or other materials into storage receptacles, such as file cabinets, mail boxes, bins or drawers according to identification information. ▪ Assist with operation of telephone system, screen or forward calls, providing information, taking messages or scheduling appointments. ▪ Answer inquiries and provide information to the general public, customers, visitors and other interested parties regarding activities and services conducted by our agency and provide information related to location of departments, offices and employees within the organization. ▪ Follow Health Insurance Portability and Accountability Act (HIPAA) privacy rule to insure protected health information is secure ▪ Maintain confidentiality and privacy of other information and knowledge received. ▪ Maintain knowledge and understanding of Easter Seals Southern Georgia policies and procedures. ▪ In the absence of Administration Department staff, assist with duties and responsibilities of these positions. ▪ All other duties as assigned.

Minimum Qualifications: ▪ High School Diploma or approved equivalency certificate. ▪ 3 years administrative support experience.

https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=141010&clientkey=8C718D820B1120EECE6A0BF4C5EF937C

17.00 Per Hour

Employer: Easter Seals
Location: Albany, GA
Link: https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=141010&clientkey=8C718D820B1120EECE6A0BF4C5EF937C