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Administrative Assistant II (First Steps)

Description:
***PRIMARY PURPOSE OF JOB*** The Administrative Assistant provides essential clerical, organizational, and program support to ensure the efficient operation of the First Steps SPOE 8 office. This role supports Service Coordinators, the Assistant Director, and the SPOE Director by completing administrative tasks, maintaining accurate records, and ensuring compliance with First Steps and WebSPOE procedures. As part of the First Steps Early Intervention Program, which serves children birth to age 3 with developmental disabilities and their families, the Administrative Assistant/Data Entry position is responsible for coordination and support activities that ensure the efficient, effective, and timely completion of Department of Elementary and Secondary Education required processes. The employee will provide administrative support to the SPOE Director as assigned and may also assist with shared Service Coordination tasks under the direction of the Director, Assistant Director, or Lead Administrative Assistant. These shared duties are limited to administrative functions and do not include primary case management responsibilities. This description may not include all the duties, knowledge, skills, or abilities associated with this position. ***ESSENTIAL FUNCTIONS AND PERFORMANCE AREAS*** Assist Service Coordinators and the SPOE Director with tasks needed to support completion of their job duties, including faxing, routing documentation, training staff on fax/copier use, completing WebSPOE data entry (Intake, Family Assessment, IFSP, EIT notes, etc.), and uploading documents. Complete Eligible Child Reviews, Not Eligible Child Reviews, and Discharges. Obtain physician orders, medical records, and other required documentation. Assist with records requests, including completing and processing FSRequests. Support Service Coordinators and the Assistant Director with Assistive Technology requests and related documentation. Complete case notes as needed and assist with intakes. Prepare outgoing mail, process incoming mail, and work with doctor’s offices and providers as needed. Scan, upload, and route documents to WebSPOE and appropriate staff. Uphold strict confidentiality standards when handling sensitive information. Maintain high ethical standards and promote integrity in all professional interactions. Greet and assist visitors, ensuring all visitors sign in and out as required. Answer incoming phone calls and distribute messages to the appropriate employees. Return phone calls and emails within 24 business hours. Maintain a neat, clean, and organized First Steps office environment. Ensure building maintenance needs and office equipment issues are reported and addressed promptly. Assist with maintaining electronic and paper records, including reviewing files for compliance. Check completed Service Coordinator packets for accuracy and completeness as requested. Distribute incoming mail, assemble mailings, and deliver mail to the post office as needed. Assist the SPOE Director with ongoing or new projects, such as Assistive Technology processing or authorization tasks. Serve as a mentor for part-time First Steps Administrative Assistants. Attend staff meetings to learn new or revised policies and procedures and implement changes accordingly. Create electronic files and mail acknowledgment letters on assigned days. Assist with eligible, not eligible, and discharged file reviews as needed. Assist with Assistive Technology data entry as assigned. Perform other related duties as assigned to support the overall functioning of the SPOE. ***LEADERSHIP, ETHICS, AND PROFESSIONAL CONDUCT*** Abilities First employees are expected to model exemplary leadership at all times. This includes representing the agency in a positive, respectful, and professional manner through words, actions, and expressions. Employees are expected to communicate concerns, challenges, and differing perspectives through the established chain of command, using constructive, solution-focused, and professional language rather than judgmental or disparaging commentary. Abilities First expect staff to observe the highest ethical standards, maintain professional conduct above reproach and demonstrate unwavering integrity in all internal and external interactions. ***WORK ENVIRONMENT*** The work environment described here is representative of those an employee encounters while performing the essential duties and responsibilities of this job. The work environment is fast-paced and result-oriented, which presents multiple demands with frequent interruptions, constantly shifting schedules and priorities and simultaneous deadlines requiring the employee to be flexible, organized and cooperative. This position has access to confidential information. This requires the employee to maintain a high level of knowledge in confidentiality, agency policy and procedure, and applicable laws. *** KNOWLEDGE, SKILLS, AND ABILITIES *** Strong time management skills being able to multitask request and due dates. Strong oral and written communication skills, with the ability to interact effectively and professionally with diverse individuals. Excellent organizational and interpersonal skills. Ability to perform occasional physical tasks, including lifting up to 25lbs with or without accommodations, bending, standing, stooping, and sitting for extended periods (up to two hours at a time). Ability to recognize potential abuse or neglect concerns and follow required reporting protocols in accordance with all regulatory guidelines. Proficiency in entering accurate and timely information into the WebSPOE data system. Ability to assess and respond appropriately to crisis situations, using sound judgment and collaborative problem-solving to resolve conflicts constructively. Ability to work professionally within the Board structure and maintain effective relationships with outside agencies, contracted providers, schools, foster care systems, and other stakeholders. Demonstrates professionalism and represents the Board positively in all public interactions. Consistently punctual and reliable. Ability to establish and maintain effective working relationships with co-workers and the public. Maintains ethical conduct and confidentiality in all situations. Demonstrates a strong work ethic and commitment to quality service. Ability to work independently while keeping staff and the SPOE Director informed of issues or developments that may impact operations. Adherence to professional or business-casual dress standards in the office.

Qualifications:
***EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS*** Requires a high school diploma or GED equivalent, some college preferred. Requires excellent oral and written communication, organizational skills, and interpersonal skills. Extensive knowledge of office equipment and computer software, including but not limited to Microsoft programs. ***ADDITIONAL REQUIREMENTS*** Must have a valid Missouri driver’s license, reliable transportation, an acceptable driving record, and auto liability insurance that meet the requirements set by Abilities First. While this position is currently onsite only, candidates will need to have secure and reliable high-speed internet available for any potential remote work in the future. Must be able to drive for work-related assignments. Overnight travel may be required occasionally. This role involved access to confidential child and family information which requires being able to pass a background screening.

To Apply:
Please create an account and complete the application by going to https://secure8.saashr.com/ta/104751.careers?TrackId=TheWind&ApplyToJob=705203841&full_apply=&jobid=705203841

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