Administrative Assistant

Description JOB TITLE: Administrative Assistant – Children’s Services and FNC Day Program DEPARTMENT: Children’s Services and FNC Day Program SUPERVISOR’S TITLE: Director of Children’s Services and Director of FNC Day Program POSITIONS SUPERVISED: None JOB STATUS: Full-Time, Non-Exempt Schedule: Monday-Friday: 8am-4pm Summary: Provide effective and efficient administrative, clerical, fiscal, recordkeeping, and program support for Fairmont Neighborhood Center’s Children’s Services and FNC Day Program.

This position supports staff, clients, funders, stakeholders, vendors, and the general public while maintaining accurate records, confidential client files, billing documentation, databases, reports, and office systems. The Administrative Assistant also supports agency planning, safety, compliance, and overall operational needs.

Key Responsibilities: • Perform day-to-day reception, clerical, administrative, and fiscal functions for Children’s Services and the FNC Day Program • Create reports, forms, newsletters, correspondence, and other documents as requested • Receive, inform, and direct office visitors in a timely, courteous, accurate, and friendly manner • Maintain office supplies and ensure office equipment remains stocked and operational • Prepare billing statements and track billing activities • Review and submit First Steps billing for accuracy and completeness, including ICD-10 codes, provider and parent signatures, location codes, visit codes, and other required billing information • Manage and maintain petty cash for Children’s Services and track requisitions for Children’s Services and ADA/ACCESS • Record and maintain meeting minutes for staff meetings and other meetings as assigned • Maintain Medicaid records and other program-specific documentation • Transfer data to computer spreadsheets and maintain accurate program databases • Develop and maintain employer, client, program, and other required filing systems • Maintain the confidentiality and security of client and agency records • Ensure paperwork is filed promptly and that files are complete, accurate, and up to date • Log required documents into tracking spreadsheets as part of the filing process • Maintain other filing and recordkeeping systems as needed • Participate in agency committees and task forces to support quality improvement and effective agency operations • Monitor building safety and security procedures and drills • Refer building and grounds maintenance needs to appropriate personnel • Complete all other duties as assigned by the supervisor Qualifications & Skills: • Familiarity with Microsoft Office applications required • Strong organizational and administrative skills • Ability to manage clerical, administrative, fiscal, and recordkeeping functions accurately and efficiently • Strong written, verbal, and electronic communication skills • Word processing and spreadsheet knowledge and experience • Ability to maintain accurate databases, records, reports, and filing…

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