Administrative Assistant-Team Lead (28262)

The Primary Responsibilities For This Position Are

• Co-facilitate bi-weekly Admin Asst team meetings.
• Organize and Coordinate the schedules for the Program Director and Deputy Director
• Track assignments for each AA and the due dates for each task
• Coordinate team assistance amongst the administrative team on large projects.
• Coordinate the MATCH cell phone and MATCH mainline voicemail coverage and response time.
• Monitor the administrative team’s daily log.
• Provide support to the MATCH clinical team by requesting supporting documentation, screening incoming calls and entering notes in the MATCH Program’s database
• Provide administrative data support for the MATCH Program
• Reconciliation of data for BCDSS and HCAM internal and external reports
• Utilize multiple databases to update the demographics of children in foster care and upload documentation containing personal identifiable information (PII)
• Retrieve, return, and keep track of medical records for MATCH’s clinical team
• Utilize the MATCH Program’s database to identify assigned Medical Case Manager or Care Coordinator of foster children
• Update addresses of foster children in the MATCH Program’s database
• Perform clerical duties for the MATCH management staff
• Data entry of medical information into BCDSS’ child welfare database system
• Provide weekly administrative reports to the Operations Manager
• Other duties as assigned

Requirements & Experience

• High School or GED required
• Minimum of 1 year customer service
• Minimum of 1 year administrative experience
• Professional appearance and demeanor
• Organizational skills with the ability to multitask
• Problem solving skills
• 30+ WPM typing speed
• Ability to follow explicit instructions
• Proven ability to work efficiently and meet deadlines
• Computer literate specifically MS Word, Excel, PowerPoint and Google mail

Physical Requirements

The physical demands 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.

While performing the duties of this job, the employee is regularly required to talk, hear, and respond to customers and employees. The employee frequently is required to stand; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee is occasionally required to walk and sit. The employee must regularly lift and/or move up to 15 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

• Ambulate 3 blocks or more
• Key data
• Sit for extended periods
• Lift at least 15 lbs.

Safety & Health Responsibilities

HCAM is committed to providing and maintaining a safe, secure, and healthy work environment for all employees, clients served, volunteers and visitors. As part of this commitment, HCAM has developed safety, security and occupational health policies, practices, and standards.

With this understanding, all employees are required to: Adhere to all local, state and federal safety and environmental codes, ordinances, standards and laws; adhere to all HCAM and local safety plans, policies, practices and standards; be aware of and follow all safety rules of your work site; report any unsafe conditions or accidents to your supervisor; practice standard precautions (formerly universal precautions) at all times, and; participate in mandatory or available safety training.

WORK ENVIRONMENT

While performing the duties of this job, the employee is exposed to both indoor and outdoor conditions. The employee will be subject to noise.

OUR CULTURE

HCAM is dedicated to fostering diversity, equity, and inclusion in our commitment to support our employees and the Marylanders we serve.