Administrative Assistant
Company: Bancroft
Location: Burlington
Posted on: May 6, 2024
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Job Description:
Administrative Assistant
Job Locations
US-NJ-Burlington
Requisition ID
2023-14102
Category
Corporate and Support Services
Status
Full Time
Overview
About Bancroft:For over 125 years, Bancroft has been making a
difference in the lives of many. The organization is well known for
helping people with disabilities achieve fulfilling lives while
improving their function, activity and participation in society.
Bancroft's reputation for excellence is based on its commitment to
providing a spectrum of individualized services, treating each
person with respect and dignity, and providing services in an
encouraging and supportive environment Bancroft is currently
seeking a full-time Administrative Assistant for our Day Program
located in Burlington, NJ
Responsibilities
Position Summary:Coordinates office services such as purchasing,
payroll, records control and other administrative activities.
Interprets operating policies; exercises independent judgment in
the resolution of administrative problems. Essential
Responsibilities:Maintains close and highly responsive relationship
to daily activities of Director and Program Managers/Team Leaders
while receiving minimal supervision.Assumes delegated
administrative and secretarial responsibilities for the
program.Establishes and maintains effective communication to ensure
compliance with policies and procedures. Oversees check requests,
cash advances, census, program and grocery money and admission and
discharge from the program.Maintain and operates various office
equipment (computer, copier, fax, typewriter, transcriber, etc.)
and follow-up on maintenance, supplies or service requests as
necessary.Establishes and maintains various file systems such as
quarterly reports tracking, risk management data collection,
incident report documentation, MS Health tracking, etc.Serves as a
liaison between supervisory staff and direct care staff. Serves as
a source of information on policies and procedures.Oversees and
distributes payroll checks. May need to act as a timekeeper or
backup timekeeper for Time Force System.Assists in coordinating and
scheduling meetings, travel arrangements and special functions as
needed.Distributes needed copies to supervisors and guardians such
as IHP's, 3-month review schedules, medical appointments, meeting
minutes, LOS chart, updated map, etc.Responsible for monthly
census, Internal Incident Reports, Unusual Incident Reports and DDD
report for the program.Maintains maintenance log with completed
copies of purchase orders and receipts that are processed and sent
to the purchasing department. Acts as a liaison between the
maintenance department and the Program Managers/Team Leaders for
maintenance issues in the residences.Continually enhances
professional development by attending in-services, trainings, and
seminars in Bancroft's policies and procedures and
leadership.Assists in the monitoring and updating of existing
systems such as the picture boards, activity manual and boxes and
the positive feedback board. Assists in the development of new
systems for reinforcing staff performance.Performs related duties,
special assignments and projects as required.Remain current with
required training certifications and adherence to mandatory
requirements as an employee of the organization.Demonstrate
individual-specific competencies to work with this population and
provides age specific services and resources to persons served,
their families, and staff.Maintain effective communication, both
verbal and written, with colleagues, those served and their family
members and/or guardians.Demonstrate core values of Teamwork,
Compassion, and Independence in the performance of job
responsibilities.Other work related duties as assigned.Takes
dictation in shorthand or transcribes from dictating equipment or
written material to required form. Edits material to ensure correct
spelling, punctuation, etc. Answers telephones; screens calls,
records messages, provides information, routes call to appropriate
personnel, etc. Places outgoing calls as necessary.Types and
distributes correspondence, schedules, forms, reports, memos, etc.,
as assigned. Edit material to ensure correct spelling, punctuation,
grammar, etc. Prepares information sheets and files and/or
distributes appropriately. Able to compose and type routine
correspondence. Edit material to ensure correct spelling,
punctuation, etc.Maintains records and prepares reports for
submission to funding agencies, accreditation agencies, parents,
departments, etc., when required for completion of various
reports..Establishes and maintains various file systems, directs
flow of information to and from files.Sort and distribute
departmental incoming mail on a daily basis. Prepares outgoing mail
via first class, certified, priority, etc.Answers telephones;
screens calls, records messages, provides information, routes call
to appropriate personnel, etc. Places outgoing calls as
necessary.Must be able to greet visitors, provide information and
refer to the appropriate personnel.Contacts maintenance department
to report unit/department maintenance and repair needs.Attends
staff meetings to review administrative matters pertaining to the
unit and may record minutes of departmental meetings.Projects a
positive self-image of professionalism, appearance,
confidentiality, courtesy, conduct, honesty, fairness, and personal
integrity at all times. Performs other related secretarial and
clerical activities, as required. Remains flexible and adaptable in
work schedules and work assignments as defined by organizational
and departmental needs. May assist and/or fill in for other
secretarial/clerical staff with typing filing, answering phones,
etc., as necessary. Abides by the Bancroft Code of Ethics, Mission
Statement, and Vision Statement in promoting ethical behavior,
establishing relationships and providing guidance in
decision-making situations.Remains current with required training
certifications, meets state-regulated licensing and regulatory
accreditations, and adheres to mandatory requirements.Maintains
effective verbal and written communications with colleagues, those
served, and their family members and/or guardians when
applicable.Willingly and effectively cooperates with Bancroft, The
Department of Human Services, The Division of Developmental
Disabilities (DDD), and other licensing or state agency or local
municipalities in any inspections and investigations, upon
request.Maintains a safe and respectful environment, free of abuse,
neglect, or exploitation; does not allow weapons, threats, bullying
or intimidation.Reports any violations to the appropriate
individual as soon as the incident occurs.Maintains levels of
supervision as defined in behavior plans; e.g., Individual Program
Plan (IPP), Individual Rehabilitation Plan (IRP), Individual
Education Plan (IEP), Individual Service Plan (ISP), etc., when
applicable.Demonstrates Bancroft's core values (Compassion,
Accountability, Respect, Empowerment, Safety) in the performance of
position responsibilities.
Qualifications
Education & Experience: High School diploma or equivalent required.
Three (3) to five (5) years experience in a related field. Minimum
18 years of age required. Five (5) years experience working in
programs for people with developmental disabilities and/or brain
injury. Special Skills:A standard of excellence that demonstrates
an overall concern for quality work, communications and commitment
to doing what is best for the organization. Requirements include
strong writing ability (in terms of clarity, accuracy and proper
use of grammar), interpersonal skills, ability to work with a
diverse group of people and teamwork abilities. Knowledge of
accreditation and licensing requirements would also be helpful.
Knowledge of Microsoft Office software, particularly Word, Excel
and Access.
EEO Statement
Bancroft stands strong against racism and hate of all kinds and
supports actions leading to respect, equality, fairness and peace.
We advocate for and embrace an inclusive and just world. One world.
For everyone. We work with heart, respect and collaboration. We are
communicators, listeners, problem solvers, partners and
collaborators. Bring your authentic self to our team. Bancroft is
an Equal Opportunity Employer, and supports diversity, equity and
inclusion in its hiring and employment practices, so that every
team member can feel a true sense of belonging, and maximize their
unique potential. To this end, all applicants will receive
consideration for employment without regard to age, race, color,
religion, sex, national origin, ancestry, marital status,
affectional or sexual orientation, gender identity or expression,
disability, veteran status or any other characteristic protected by
law.
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Keywords: Bancroft, West New York , Administrative Assistant, Administration, Clerical , Burlington, New Jersey
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