Operations-Administrative Assistant

GENERAL DESCRIPTION: The position of Administrative Assistant provides administrative support for the Director of Business Operations and Executive Program Director as well as acts as Receptionist for the School.

An Associates or Bachelor Degree is preferred as well as advanced knowledge of computer application software. These functions are carried out with respect and dignity and in accordance with May Institute policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

A. Office Reception

1. Greets all visitors and assist appropriately as needed. 2. Oversees the School security protocols. 3. Answers all incoming telephone communications. 4. Direct incoming calls to appropriate parties, using judgment in screening and forwarding calls ensuring accurate messages are taken and delivered. 5. Places outgoing calls/FAX as requested. 6. Monitor the use and operation of the voice mail system. 7. Assist staff when necessary. 8. Responsible for the operation and maintenance of copier machines, printers, postage meter, and fax machines. 9. Order and maintains inventory of School office supplies. 10. Assist in maintaining smooth office operations. This includes keeping the office and reception area neat and orderly.

B. Typing/Data Entry

1. Assist Executive Program Director and Director Business Operations with any administrative tasks or projects as requested. 2. Type letters/memos and distribute as requested. 3. Input student case notes into database on a daily basis. 4. Complete and fax weekly Monitor Payroll Bus Reports to Boston Public Schools Transportation Department. 5. Collect and input weekly lunch menus for all classes and work with contracted vendor to resolve any questions and/or issues with meals. 6. Take minutes for Administration meetings.

C. Records Management

1. Files, Reviews and audits active and discharge student records. Makes sure all documents are present and filed correctly. 2. Creates and maintains student files on the Company MIDAS database system. Inputs all field requirements in the system including demographic and other contact information. 3. Updates daily attendance on student's attendance spreadsheet and distribute monthly to the Student's school district and/or other funding sources. 4. Coordinate and track annual consents on spreadsheet; mail annual consent packets to families, audit returned packets for completion and necessary sign offs, update the consent tracker and file paperwork in permanent files.

D. Business Office - Back up to Operations Assistant when needed

1. Assist with approving and coding all WEX credit card expenses 2. Assist with distributing petty cash and writing checks as needed. 3. Assist with direct care expense reporting including going to the bank for weekly petty cash needs for both the school and residences as needed. 4. Assists in entering maintenance and housekeeping requests in the Corporate Offices ANGUS system and act as backup when needed for follow-up.

E. Vehicle Management

1. Coordinate requests for vehicles for community outings and morning and afternoon transport. 2. Manage vehicle travel bags ensuring keys, gas card and other necessary documentation are available for staff during transportation of students. 3. Act as a backup when necessary with the facilitation of scheduling and paperwork of vehicle repairs or accidents that may occur when operation personnel are unavailable.

F. Other

1. Assist administration and staff with special projects as needed as designated by supervisor. 2. Conforms with all applicable policies and procedures of the May Institute. 3. Maintain confidentiality of information regarding clients, families and staff. 4. Has the ability to work well with all levels of staff. 5. Attends all required trainings and in-services as designated by supervisor. 6. Prepare materials as necessary for appointments. 7. Completes all assigned tasks in an accurate and timely manner. 8. Adheres to the mission, vision and values of The May Institute, Inc. and conducts him/herself within any published Standards of Professional Conduct of his/her program, division and the organization. 9. Perform such other duties, responsibilities and projects at any such program or location as assigned by Director of Business Operations, Executive Program Director or other designated member(s) of management of The May Institute, Inc. 10. Adhere to the May Institute Policy & Procedure which protects the privacy and security of consumer health information. 11. Maintains the security of electronic media and returns media to his/her supervisor when appropriate.

ESSENTIAL PHYSICAL REQUIREMENTS: The ability to move independently throughout a wide range of environments, some of which may not be wheelchair or otherwise handicapped accessible, is required. Independent transportation to locations that may not be served by public transportation may be necessary. The May Institute, Inc. will make reasonable accommodations, whenever possible, when needed and/or requested by employees. Requests for accommodations will be honored, unless the accommodation would cause undue hardship on the operation of the program and/or on the organization.

• Norwood, MA, USA