Administrative Assistant

Overview of Responsibilities

This position will greet and talk with clients while also providing operational and administrative support to the staff of one or more programs including Counseling, Domestic Violence, Senior, School-Based, & Refugee. The Bilingual Administrative Assistant will help with various tasks from answering phones to onboarding interns for all JFCS programs. The Bilingual Office Assistant will be responsible for supporting the Administrator with day-to-day operations and overseeing the general administrative duties of the front office and selected programs.

Job Duties

Program Support

• Supports HR with the On-boarding process for interns and other volunteers
• Maintains a system for recording billing hours for quarterly grant reporting to Claims Conference
• Pull and dispose of outdated inactive client files
• Run month end reports for Supplemental funds for DV and Children under 18
• Admin on Microsoft 365able to reset email passwords for interns
• Admin on Apricot to create new profiles and reset passwords if needed
• Tracking consents and other paperwork for school-based clients
• When referrals are received, update the tracking sheet by assigning clinicians and/or red flagging any that need further review.
• Participate in the School-Based Admin meetings for updates on a weekly basis
• Support school-based program with any in-office administrative tasks
• Admin on Think HR & HIPPA portal to track training progress for staff

Administrative Duties

• Responds to and resolves administrative inquiries and questions from the general public
• Answers and transfers phone calls, screening when necessary
• Making copies, faxing, filing, typing up & translating documents
• Assists with unique events and activities, such as staff meetings, fundraising events or Holiday programs
• Maintains office supplies and coordinates maintenance of office equipment
• Accounts Payables; entering credit cards expenses, expense reimbursement requests, Mileage reimbursements, etc.
• Provide support for front office operations during the absence of the front desk receptionist, including when they are away or on vacation
• Additional office duties may be assigned as required.