Administrative Assistant - Federal Program

Position Title: Federal Administrative Assistant
Supervisor: Federal Program Manager

Job Summary:
This position is responsible for providing intermediate to advanced administrative support regarding the Federal Department. The work encompasses significant office duties and assisting in the operation or administration of a specific function and system by relieving professional staff of technical details.

Essential Duties and Responsibilities
Mail Merge Maintenance and Secretarial Tasks
• Operates a PC to view, enter, edit, format, revise, print, process, and distribute information; produces a variety of written materials such as forms, correspondence, manuals, charts, reports, templates, and other documents of similar complexity.
Federal Referral Management
• Update referral active and discharge binder for BOP, US Pre-trial and Probation, and CBT
• Complete weekly federal reviews and send corrections to the federal team (cc’ Marybeth & Lachelle).
• Assist with revising, updating, and maintaining client mail merge for federal clients.
Client Chart Quality Assurance and Compliance
• Complete and submit monthly progress reports for urine screen only federal probation and pretrial clients. Assist with intake, termination, and other documentation procedures of urine screen only for federal probation and pretrial clients. Develop and maintain CBT active and discharge binders.
• Tracks pertinent BOP and US Pretrial and Probation referral data to meet the information and reporting needs of the department. Assist with providing Federal Pretrial and Probation Officers with accurate attendance information for urine screens and documentation of correspondence.
• Track, order, and maintain urine specimen-related supplies through the US Pretrial and Probation.
• Reviews all data for accuracy and completeness; assists in recognizing and defining problems in weekly billing reports.
• May perform incidental general office/secretarial tasks such as filing documents for clinicians for chart compliance.
Supervision
• Complete a professional development plan and progress on agreed-upon goals individually and for the department. Attend and engage in the department's weekly staff meeting and individual weekly supervision with the federal program manager.
Additional Duties
• Other duties as assigned.

Knowledge, Skills, and Abilities Requirements
Office Machines & Technology
• PC / Printer
• Scanner
• General Office Machines
• Application software: Windows, Microsoft Office, Excel, Word

Credentials / Academic Requirements:
High school diploma or equivalent, an Associate's preferred, and two years of progressively responsible related work experience.
Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
Physical Demands
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work involves walking, talking, hearing, using hands to handle, feel, or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.
The employee may be required to push, pull, lift, and/or carry up to 20 pounds.
The noise level in the work environment is usually moderately quiet.
Subordinates:
None