Administrative Assistant of Day Services

Administrative Assistant of Day Services

Administrative Assistant of Day Services

Position Summary

Under direct supervision of the Director of Day Services, the Assistant oversees the daily office management of the Day Services Division, including the Contract Services department. The Assistant is the point person for the intake process for all referrals received for Thrive Upstate’s Day and Employment Programs. Duties include assisting the Director of Day Services and the Business Development Coordinator with administrative and clerical duties as well as data management and tracking related to the provision of Day and Employment Services for enrolled individuals.

Position Responsibilities

  • Receive and track disposition of all external referrals for Adult Day Services received from Case Managers via e-mail and through the Thrive Upstate website; print and preview referrals for the Director, applying prescribed procedures in accordance with SCDDSN timeframes.
  • Communicate directly with Case Managers and provide instruction regarding the referral process as needed. Confirm receipt of referrals with Case Managers and request additional information if needed as requested by the Director.
  • Maintain status of referrals through individual records keeping, including receipt of referrals, all e-mail exchanges, and additional information requested.
  • Prepare rosters and track individual due dates for Vocational Rehabilitation’s monthly Career Counseling & Information & Referral sessions in accordance with the Work Innovation and Opportunity Act (WIOA) for each Day Program location. Maintain communication with VR Representatives as needed. Ensure receipt of documentation required for WIOA compliance according to DOL and DOJ directives for each Day Program location. Report delinquency with meeting compliance requirements to the Director and appropriate Program Managers.
  • Prepare and maintain the Day Services Waiting List monthly for all program locations, using Excel or other electronic program requested by the Director, and update continually as new referrals are received. Maintain on the F: drive for internal access by other staff as appropriate.
  • Utilize the SCDDSN Service Tracking System (STS) to add authorized individuals as receiving a Day Service for all new admissions as well as processing terminations accordingly.
  • Maintain regular communication with the Program Managers and/or Administrative Assistants at all program locations to ensure that individuals are accurately reflected on the DSAL and THERAP to ensure correct billing and justification for services.
  • Assist the Business Development Coordinator with preparing electronic reports including time studies, task analyses, assessments, and any other data needed for tracking progress of individuals or contract performance.
  • Assist the Business Development Coordinator with creating and maintaining a database of individual’s work skills.
  • Assist the Business Development Coordinator with implementing the PATH Model by creating postings of available jobs for individuals in the programs.
  • Receive PATH referral forms from Day Services staff, provide to the Director for review and signature, and disposition accordingly. This may include notifying the Program Manager to schedule CTM, tracking PATH Referral outcomes in individual records and compiling data for agency wide reporting.
  • Prepare Service Error Correction Forms when requested by the Accounting Manager in Finance.
  • Gather data and prepare Dashboard and Services at a Glance monthly for the Executive Director.
  • Serve on committees as requested by the Director.
  • Assist the Director with preparing for meetings, including preparing materials, reserving meeting space, preparing meeting space, assisting with greeting guests, etc.
  • Ensure that all customer complaints are handled professionally, appropriately, and in a timely manner.
  • Use of computers, copiers, fax machines, telephones, calculators, laminators, label makers, etc.
  • Use of own vehicle to travel between Thrive Upstate facilities as needed to fulfill duties.

Essential Skills and Experience

  • Minimum Qualification: HS Diploma
  • Preferred Qualification: B.A./B.S. in psychology, social work, or a related human service field
  • Greater than two years’ experience working in programs for adults with developmental disabilities
  • Three to five years’ experience in public service or private non-profit work that requires interfacing with the public, families of service recipients, and professionals from other agencies
  • Exceptional attention to detail
  • Working knowledge of Thrive Upstate policies and procedures, SCDDSN program standards, and state and federal regulations
  • Advanced computer skills in Microsoft Office applications for developing data driven reports, with emphasis on EXCEL, WORD, and OUTLOOK.
  • Proficient in use of SCDDSN computer data base applications including THERAP, CDSS, STS, DAYLOG, RESLOG, R2D2, and Business Tools
  • Exceptional organizational and planning skills
  • Ability to quickly adjust work priorities

Thrive Upstate is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected Veteran status.