Administrative Assistant – Family Strengthening

Responsibilities:
1. Family Strengthening program (CSC):
a. Track incoming referrals on a log containing time frames of when assigned from the wait list, a copy of

all referrals before they are assigned (incl. accepted and rejected)

b. Input data (including demographics and billing) as required by CSC

c. Call and/or e-mail referral sources re: status of case, status of wait list, and assignment

d. Provide information to CSC as required.

e. Phone coverage for referrals.

f. Create charts including labels

g. Deliver billing or other documents to CSC as needed

h. Telephone follow-up surveys and satisfaction surveys

i. Tracking office supplies and training materials, signing them out to staff

j. Additional tasks related to supporting services provided

2. CQI task completion and support, including filing raw data in CQI binders, inputting data on tracking

and trending calendar, completing follow-up phone surveys, tallying chart audit results, and as directed

by supervisors.

3. Process weekly billing packets and tally UOS weekly data form.

4. Maintain Gift Card tracking log; hand out gift cards; maintain signed requests in binder.

5. Keep copies of documents related to the contract, program, and building.

6. Provide support to the supervisor as needed, including faxing, filing, photocopying, labeling, and taking

dictation.

7. Back-up phone/reception coverage for other staff as needed (i.e., for AA-Main or absences).

8. Respond to all e-mails from the supervisor. Check e-mail at least twice a day to ensure timely replies.

9. Tally travel expense forms (check the calculations) for all staff. Give completed forms to the supervisor for

signature.

10. Selected tasks requiring driving. Deliver invoices to contract managers. Deliver or pick up office

supplies or donations for clients or the office as needed. Mileage reimbursement is given for these tasks.

11. Create forms as directed by the supervisor.