Administrative Assistant

Job Description

Job Description

VECRA is seeking a Full-Time

ADMINISTRATIVE ASSISTANT

VECRA, Inc. has a requirement for a qualified Administrative Assistant with a few years of experience to provide support to customers, management, and other team members through the timely and efficient execution of administrative tasks.

The principal responsibilities of the Administrative Assistant include providing customer assistance by phone and in person, answering and directing phone calls to the appropriate staff member, processing incoming mail, assisting with outgoing mail, working with Microsoft Office and other programs to manage tasks and scheduling, and performing other administrative duties as needed. The ideal candidate will excel in managing multiple tasks daily, prioritizing based on goals set by management, and communicating effectively with customers and other team members.

ROLES and RESPONSIBILITIES

The Administrative Assistant’s roles and responsibilities include but are not limited to the following :

• Responsible for answering income telephone calls from customers in a timely manner
• Welcome and sign-in customers who visit the office in person
• Providing assistance to customers or directing calls to the appropriate party for assistance
• Securely filing customer information in appropriate locations
• Updating case notes and setting work activities based on customer needs expressed during in-person or
• Provide scheduling support to customers and staff to facilitate timely screening of cases
• Use computer programs such as MS Office and MAXIMUS proprietary application to run reports, mail merges, and complete and assign work tasks
• Scan project documentation and appropriately file in customers’ electronic folder
• File original documents in customers’ secure paper file when appropriate
• Support the security of the project by following security procedures including but not limited to : requiring visitors to sign in, escorting visitors when they are within the secure project area, securing project data in appropriate paper or electronic files
• Enter customer data into project application accurately and thoroughly
• Create and send correspondence via email and mail
• Process incoming and outgoing mail
• Assist in the inventory and ordering of office supplies ensuring team has sufficient supplies to perform work efficiently
• Assist with outgoing calls to schedule case screenings and follow up on case documents
• Recognize operational improvements and suggest and coordinate process changes with Supervisor
• Recognize and discusses everyday workflow challenges, changes or extraordinary circumstances that have occurred with Supervisor
• Maintain a clean, orderly workspace in compliance with all privacy regulations
• Communicate via in-person meetings, telephone conversations, and email with all project stakeholders in a compassionate and professional manner
• Support management team, co-workers, and customers with regular and predictable attendance
• Provide additional support to Case Managers and MD Management team as needed
• Perform other duties as assigned by leadership
• Other duties as assigned

This list is not intended to be comprehensive. Additions may be made at the discretion of contract needs. This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

REQUIRED SKILLS and QUALIFICATIONS :

DESIRED SKILLS

EDUCATION

High School Diploma (or GED equivalent) with 2-3 years of relevant experience.

OTHER

Shift : Days; 9 : 00am – 5 : 00pm (5 days a week)

Schedule : Monday – Friday

Job Class : Administrative

Location | Place of Performance : USA\Maryland\Baltimore\1 North Charles Street, Baltimore, MD 21201

Salary : $16.00 - $17.00 per hour

Telework or Virtual :    Hybrid (onsite training for 1-2 weeks, after training this position is fully remote with the requirement to go onsite once or twice a month).

Req Type :  Full-Time

BENEFITS

We offer a competitive benefits package for full-time employees to include paid holidays, paid time off, medical, dental, short and long-term disability.

VECRA, Inc. is an equal opportunity and affirmative action employer. VECRA is committed to administering all employment and personnel actions on the basis of merit and free of discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability. VECRA maintains a drug-free workplace and performs pre-employment substance abuse testing and background checks, where permitted by law.

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