Shire Jobs

The AA-E position is a clerical position that is directly supervised by the CEO. The AA-E serves as receptionist to the Ridgely Office and provides administrative support to the CEO in addition to specific duties associated with the position.

Status:Non-exempt

Requirements:

High School Diploma or G.E.D., at least 18 years of age, valid drivers license and driving record that satisfies the agencys insurance company requirements. Compassion and respect for people with developmental disabilities, ability to sit for long periods of time, communicate articulately using both written and verbal skills in the English language, general knowledge of computers, specifically Microsoft Office programs.

General Duties:

Exemplifies the mission of the agency

Greet all visitors with professionalism and pleasantry

Interact with co-workers with professionalism and pleasantry

Ensure cleanly and orderly reception and front desk areas

Complies with all agency policies and procedures

Promotes positive public relations

Successful completion of agency required trainings

Handles administrative details with professional judgement, discretion and tact

Interacts with program participants and the general public in a professional manner

Serves as a professional role model for coworkers and program participants.

Specific Duties:

Answer telephones and direct calls to the appropriate individual or accepts messages

Maintains phone greeting to accurately represent business hours, closures, and extension listings

Ensures timely flow of in-coming and out-going mail

Opens all agency mail, and distributes accordingly each business day

Ensures adequate funds available and proper functioning of postage machine

Specific Duties Continued:

Types and duplicates form letters, reports, charts, and envelopes as requested

Creates and maintains reports and tracking mechanisms as requested

Prepares draft forms, charts, reports, etc as requested by the CEO

Maintains master files, electronic and paper, of all agency-approved forms

Maintains the Certified Medication Technician (CMT) Tracker for the east and west locations, up-dates weekly and distributes to corresponding staff in the following positions: Sr. Directors, Directors, Coordinators, House/Site Managers (HM/SM), Schedule Manager (SM), agency Registered Nurses (RN) and Chief Executive Officer (CEO).

Maintains Employee Contact List for the east with up-dates based on information provided by the DHR or HRS; and distributes weekly to Sr. Directors, Directors, Coordinators, HM/SM, SSM and CEO.

Maintains accurate listing of company-issued cell phone numbers for CCI-East and distributes when changes occur to: all licensed sites, Sr. Directors, Directors, Coordinators, HM, SM, agency RN and CEO.

Up-dates the company phone directory to ensure accurate extension listings and distribute when changes occur

Prepares and purchases Annual and Milestone Employee Recognition awards.

Maintains administrative files as directed

Assists with screening of potential staff using judgment and tact at the direction of the DHR

Maintains record of walk-in applicants for employment for CCI-E and directs applicant to the DHR

Administers the Maryland Board of Nursing (MBON)-approved Pre-tests, and secures all testing materials per PnP

Specific Duties Continued:

Prepares CMT Applications (initial, renewal and expired) and requests payments in conjunction with authorizing RNs and Dimensional Health Care Associates (DHCA) for CCI-E and CCI-W

Receives Training Registration forms and creates Training Attendance Forms

Provides Agency Trainers with a copy of Training Attendance Forms 1 week in advance of the respective training for CCI-E trainings

Notifies Trainers, via email, of additional registrations received for a CCI-E class less than 1 week in advance of the training session

Enters training completion informa ion into Theraps training module within 3 business days of receipt of a completed Training Attendance Form for classes held at CCI-E

Maintains central filing of all CCI-E completed Training Attendance Forms for a minimum of 5 years

Completes destruction of records in accordance with agency procedures

Maintains adequate general office supplies and monitors supplies on-hand

Prepares orders for office supplies, to include those submitted by other employees, on the first business day following the 10thof each month for CCI-E locations

Sorts office supply deliveries in accordance with ordering requests, notifies staff of delivery and distributes orders for Ridgely Office-based employees

Print, scan, copy, mail correspondence as requested by CEO

Works collaboratively with the HRS and Billing Specialist to ensure that all administrative support duties are covered as needed.

Identifies invoices with date received, accounting codes, and seeks approval from authorized staff for specified invoices in a manner that ensures timely payment

Registers all in-coming cash/checks on an agency-approved log and forwards to CEO for verification

Maintains master list of donations and prepares draft Thank You letters for CEO to review and sign.

Processes on-line payments, with agency-issued debit card, for various agency purchases including routine vendors such as MBON, Staples, USPS, etc

Maintains master list of all agency capitalized equipment and property

Assumes other duties, responsibilities and special projects as assigned

Job Type: Full-time

Pay: $18.75 - $19.88 per hour