Administrative Assistant- EPIC - VersAbility Resources Inc.

Position Purpose:

Performs administrative duties and office support activities for the Children Services Program staff.

Primary Duties:

• Coordinates initial intake meetings with families referred to Early Intervention program.
• Coordinates obtaining language or hearing interpreter as needed for initial intake meetings.
• Maintains child’s chart to include filing documentation received from Service Coordinator.
• Forwards all Individual Family Service Plans to child’s physician for physician certification.
• Maintains inventory control and coordinates purchases for office supplies as needed.
• Adds postage to envelopes as needed to complete mailings.
• Prepares EPIC Welcome books that are provided to parents.
• Complete department billing monthly.
• Maintain TRAC IT and Credible database for new referrals and discharges.
• Maintain cleanliness of EPIC intake room.
• Provides assistance to EPIC staff in scheduling rooms for meetings held at VersAbility.
• Mail out birthday cards for children served in program.
• Complete requests for documentation to outside vendors such as Social Security Administration or legal entities.
• Maintains communication with Infant & Toddler Connection of Hampton/Newport News to ensure remaining in compliance with processes and procedures of TRAC IT platform.
• Other duties as assigned.

Qualifications/Skills Knowledge & Abilities:

Education: 

High School diploma, advanced degree preferred, business or related field.

Experience:

3+ years’ experience working with individuals with disabilities preferred. Must have knowledge of office procedures and compliance requirements. Proficiency required in customary computer software applications within a business environment.  

 Skills Knowledge & Abilities:

• Skilled in prioritizing tasks to ensure projects are successfully completed within established deadlines
• Skilled in proactively resolving issues with strong decision-making capacity
• Skilled in MS Office suite and other software products
• Skilled in verbal and written communication
• Skilled in editing skills with exceptional attention to detail
• Ability to work independently
• Ability to handle confidential information with discretion
• Ability to multi-task in a fast-paced environment and adapt quickly to changing priorities
• Willingness to learn about Early Intervention program.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.  

• Communication: Ability to use tact and diplomacy to maintain harmonious relationships with all stakeholders in various modalities including person-to-person, email and other written formats and on the telephone.
• Customer Focus: Knowing the (internal and external) customer business needs and acting accordingly; anticipating customer needs, and giving high priority to customer satisfaction and customer service.
• Collaboration: Working as a productive member of a cohesive group toward a common goal, and contributing to team development and effective team dynamics.
• Attention to Detail: Taking responsibility for a thorough and detailed method of working.
• Accountability: Accepting responsibility that results in anticipation/prevention of problem areas from actions, and problem solving inside and outside the department/organization.
• Initiative: Does more than is required or expected in the job.  Goes beyond expectations in the assignment, task, or job description without being asked.
• Professionalism:  Thinks carefully about the likely effects on others of one’s words, actions, appearance, and mode of behavior.
• Quality:  Produces results or provides service that meets or exceeds company standards.
• Confidentiality: Respecting and adhering to ethical principles regarding data production and confidentiality regarding information obtained as part of the position functions. 
• Computer Literacy: Using computers effectively and efficiently in the working environment.
• Adaptability:  Maintaining effectiveness in reaching set goals by adapting to changing circumstances, tasks, responsibilities and people. 
• Reliability:  The ability to attend work on a consistent basis and to arrive/leave work based on the assigned work schedule. 

 Environmental:  Typically, the incumbent may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books, etc. These tasks are required less than 20% of the time. No special physical demands are required to perform the work.

 Certifications: N/A

 VersAbility Resources Inc. is an equal opportunity employer and does not discriminate on the basis of any legally protected status or characteristic. Race/Color/Gender/Sexual Orientation/Gender Identity/Religion/National Origin/Disability/Veteran