Team Assistant

Responsibilities

• Provides basic information and intake assistance to clients over the telephone and completes intake form. Refers individuals to advocates or others for service as appropriate.
• Creates, maintains, and closes client case files assuring accuracy and completeness of information, and inclusion and proper ordering of required documentation; forwards closed files to supervisor for case review and audit.
• Enters client demographics, intake information and case notes into Agency database; generates related reports.
• Schedules advocate coverage for information and referral services.
• Provides information and assistance to clients and outside professionals over the phone as part of assisting advocates and following up on requests for records and information.
• Prepares and mails client releases, retainer agreements, other forms and communications as directed.
• Provides secretarial support to service team members. Duties include, but are not limited to, word processing forms/correspondence, preparing documents and reports, proofreading/copy editing prepared materials, ordering supplies, processing mail, and maintaining paper/electronic team records and files, and filing.
• Prepares materials for client mailing including correspondence, response cards, technical assistance materials and other documents as directed.
• Maintains the information and referral library of informational and technical assistance materials. Also responsible for maintaining agency subscription records/files, the attorney referral network, and information and referral files generated through online submissions.
• Completes Internet research and other types of research to gather information for clients and staff as directed.
• Assists in coordination of various meetings including meeting arrangements and assembling/preparing required meeting materials.
• Operates standard office and word processing equipment.
• Assists with special projects as directed.
• Performs the duties of support staff as directed.
• Attends staff meetings, training, and in-service programs.

Qualifications

• High School diploma or equivalent and 3 years of progressively responsible administrative experience; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
• Two to four years of related secretarial experience.
• Demonstrated commitment to the civil rights of all people and the ability to work with individuals with a variety of disability characteristics and cultural backgrounds.
• Ability to maintain confidentiality.
• Interpersonal skills necessary to provide courteous and accurate information to staff, clients, and others. Demonstrated ability to clearly communicate to individuals with limited cognitive abilities and/or limited ability to speak English and appropriately respond to challenging situations is required.
• Written, typing and computer skills necessary for the creation and compilation of various documents, communications, and reports.
• Demonstrated ability to work with various computer software packages including Microsoft Office, Outlook E-mail, Internet Browsing, and database.
• Analytical ability and problem-solving skills necessary to conduct internet research and other searches to gather requested information for staff and clients.
• Demonstrated ability to provide support to multiple staff. The incumbent is also required to organize and prioritize assignments.
• Ability to work independently and as part of a team.
• Working knowledge of office practices and procedures.
• Ability to handle pressures related to performing multiple tasks requiring concentration and attention to detail with frequent disruptions due to people and/or telephone calls. The incumbent is also required to handle pressures related to appropriately responding to challenging calls and individuals under duress.
• Physical ability to work at a desk for extended periods of time, properly operate required office equipment, and transport items weighing up to 25 pounds.
• Successfully complete a background check.

Salary Range

$30,000 to $35,000 depending on experience.  Excellent benefits.

Deadline for Application

Friday, June 4, 2021