Administrative Assistant - Clubhouse

The Clubhouse Administrative Assistant will oversee the clerical and administrative duties within one of our Vinfen's Clubhouses for adults with psychiatric conditions. The Clubhouse Administrative Assistant will welcome clubhouse members and visitors as they come in and also maintain service, billing, utilization management, and program administrative protocols.

The Clubhouse Administrative Assistant will also be responsible for:

• Answering telephones and direct calls to proper party. Assist with phone messages as required. Check messages. Maintain corporate phone listings, as required.
• Directing inquiries and questions to proper parties.
• Maintaining the fax machine, send faxes as needed, and distribute faxes to mailboxes.
• Maintaining the process for outgoing mail and also maintain supplies such as envelopes, mailing materials, and stationery.
• Preparing forms for submission to Vinfen, billing, etc. as directed by Program Director.
• Preparing standard reports as directed by Program Director.
• Performing other administrative support tasks such as typing correspondence, preparing spreadsheets.
• Engaging/working in tandem with Clubhouse membership in completion of administrative duties
• Performing other related duties, as required

Job Duties and Responsibilities:

The essential job duties/responsibilities of the position include but are not limited to the information listed below:

• Welcome visitors and direct them to the proper staff person or work area, when necessary.
• Answer telephones and direct calls to proper party. Assist with phone messages as required. Check messages. Maintain corporate phone listings, as required.
• Direct inquiries and questions to proper parties.
• Maintain the fax machine, send faxes as needed, and distribute faxes to mailboxes.
• Maintain the postage machine and ensure appropriate postage on outgoing mail. Distribute mail to mailboxes. Maintain and update mailboxes, as needed. Send regular and express mail packages.
• Maintain supplies such as envelopes, mailing materials, and stationery.
• Prepare forms for submission to Vinfen, billing, etc. as directed by Program Director.
• Process service delivery documentation.
• Prepare standard reports as directed by Program Director.
• Perform other administrative support tasks such as typing correspondence, preparing spreadsheets.
• Engage/work in tandem with Clubhouse membership in completion of administrative duties
• Perform other related duties, as required.

High school diploma or equivalent is required

Knowledge and Skills:

• Knowledge of personal computer applications and equipment
• Organizational and communication skills
• Ability to work in a professional and courteous manner

Typical Requirements:

Clerical training preferred. In some instances, experience may be substituted for academic training.

Preferred /Required Education:

High school diploma or equivalent is required.

Driving Requirements:

Driving is not required.

Physical Effort:

Ability to lift at least 25 pounds using proper lifting techniques. Ability to operate a computer and
other office equipment such as a calculator, copier, and printer. Ability to remain in a stationary
position 50% of the time as needed. Ability to bend, reach, file, sit, stand and move around the
facility. Ability to speak, hear and communicate with persons served, staff and external
representatives. Specific vision abilities required by this job include close vision, distance vision, color
vision, peripheral vision, depth perception, and ability to adjust focus.