JEROLIN MANAGEMENT SERVICES, LLC

JOB DESCRIPTION
INSTRUCTIONS: This position description is an important document for determining the appropriate classification, pay range and performance standards for a position. Part I should be verified by employee and any inaccuracies so noted. Part II should be completed by the employee in the position; your immediate supervisor and Executive Director will offer collaborative assistance in providing input in the completion of the document. The completed form needs to also be reviewed by the Executive Director and a copy of it is to be maintained in your personnel file. Part III is to be filled out by the immediate supervisor. Please be sure that the information on this form is accurate and complete.

PART I: ORGANIZATION INFORMATION

1. Name (last, first, middle): / 2. Date:
3. Position Title:
Administrative Assistant II / 4A. Position Number
4B. Base Salary Range:
$10.00/ hr
5. Working Title:
Human Resource Assistant II / 6. Title of Immediate Supervisor:
Executive Director
7.FLSA Status:
Part-time Non-Exempt / 8. I.ocation:9 W. Hundred Rd., Chester, Va

PART II: POSITION INFORMATION

9. State the chief objective of this position in a brief statement:
The chief objective of the Administrative Assistant II is to provide clerical and administrative support to the Department in which they are employed.

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Administrative Assistant

April 2, 2007

10. Prior to filling out the next section, think about the essential functions (tasks and duties) that are performed in this job. Consider the time spent on these essential functions, how important they are to achieving the objective of the position, and the processes or ways in which these essential functions are performed. After considering these aspects of the position, List the essential functions that are performed in the position below under work task and duties utilizing the following structure:
- State the most important essential function of the position first and finish with the least important one.
- Calculate the percent that each essential function requires of the position’s total working time. Be sure these percentages total 100%. Include all essential functions that are performed in this position except those that require 2% or less of the position work time unless they’re deemed very important.
Percentage of Total
Working
Time / Work Tasks and Duties
25%
35%
30%
5%
5%
Not Rated / HUMAN RESOURCES
Schedule applicants for interview.
Perform reference checks on applicants for potential hire.
Coordinate and schedule trainings for new employees.
Assists in training new employees, as needed.
Ensure that all required trainings and tests have been completed by new hires: TB screening, CPR/First Aid Training (annually), Behavior Management (annually), Medication Administration, and MR Orientation Workbook, Human Rights (annually), documentation (annually), Emergency Preparedness (annually), and OSHA (annually).
Maintain a database of all trainings completed.
Review the employee timesheets to ensure accuracy.
Maintain a direct service employee registry for substitute and backup staff.
Recommend to Executive Director any needed changes related to office management or human resource procedures.
Performs other duties related to recruitment, orientation and processing of new employees: explain agency policies and procedures.
BOOKKEEPING SUPPORT
Prepare and submit consumer service hours to the billing agency.
Communicate billing issues to billing agency and ensure issues are corrected.
Prepare and process electronic claims to DMAS and monitor for adjudication..
Maintain efficient filing system.
Communicate billing issues to the Executive Director.
Process mileage claims; and submit to Executive Director for reimbursement.
Post to journals and or ledgers. Balance journals and ledgers.
Compile statistics and prepares reports
Prepare invoices and correspondences.
STAFFING SCHEDULER
Central contact for employees that call in and are unable to work.
Select and assign from established employee registry and assign substitute and back-up employees.
Monitor employee work hours for potential overtime.
Report to Executive Director employees who are habitual with poor attendance.
COMMITEES MEETINGS:
Attend meetings, as assigned.
STAFF DEVELOPMENT:
Participate in all required training activities, seminars, and conferences to enhance skills and understanding of service delivery changes.
OTHER
Operates standard office equipment, including computers and related software applications.
Perform other related duties as required.

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Administrative Assistant

April 2, 2007

11. What work actions and/or decisions do you make without prior approval? To what extent do you receive advice and guidance from your supervisor? State examples of the type of supervisory advice and guidance that you receive as well as actions or decisions you make without prior approval.
Without prior approval: reference checks, staffing of substitute and back-up employees, claim submission or submission of consumer service hours to billing agency.
Supervisory advice and guidance required: scheduling of interviews, scheduling paid and non-paid trainings, assigning staff for overtime work.
12. List and explain community contacts involved with this position
Persons or Organizations / Purpose / Frequency
Billing Agencies / Coordination of claim submissions / As Needed
Applicants / Coordination of interviewing and new hiring / As Needed
Employees / Coordination of program staffing / As Needed
Other agencies / Performing reference checks / As Needed

PART III: TO BE COMPLETED BY THE SUPERVISOR

13. What is the most important services or products you expect of the position described in this questionnaire? Explain. Relieve the work load of the Executive Director b performing highly responsible administrative and staff duties and accomplishing assigned tasks. Perform duties to support recruitment of new hires.
14. List what you consider to be the entry level qualifications for this position in terms of:
A. What knowledge, skills and abilities should a new employee bring to in this position?
Knowledge of:
Modern office practices and procedures and use of standard office equipment.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Reading and writing English communication skills.
Debits and credits, journal entry and math.
Skills in:
Ability to:
Work independently, performing position duties under general supervision;
Operate standard office equipment, including related software applications
Communicate effectively orally and in writing.
Develop a rapport and communicate with different types of persons from diverse cultural backgrounds.
Plan and organize work.
Meet schedules and time lines.
Maintain records.
Read, apply, and explain rules, regulations, policies and procedures.
B. Special licenses, registration or certification:
None
C. Education or training (cite major area of study):
High School Diploma or GED. Or any combination of training, experience, and/or education equivalent to graduation from high school
PART 1V: SIGNATURE LINES (Include signature and date):
15. We understand the above statements and they are complete to the best of our knowledge.
Employee Signature/Date / Executive Director/Date
Supervisor’s Signature/Date

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Administrative Assistant

April 2, 2007