Administrative Assistant for Options Counselors-Montross, VA


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Position Description

Bay Aging is seeking an Administrative Assistant for our Options Counselors to provide administrative services and support in the Montross, VA office. This is a great opportunity to join the team.

1. Provide administrative support to various programs housed in the Montross office with special emphasis in the Veteran Directed Care (VDC) Program (65%):
- Assist with missing timesheets and timesheet issues
- Assist veterans and their employees with Electronic Verification Visit (EVV) training
- Provide data entry into software systems: Peer Place, Excel, etc.
- Assist with Peer place training for new Options Counselors
- Assist with monthly VA client calls as needed
- Organize, sort, and/or file various types of documentation.
- Prepare letters, fill envelopes, and affix appropriate addresses and postage.
- Sort documentation containing confidential or sensitive information; appropriately shred documents or place in secure shred box.
- Assist Community Living Programs Director with all administrative aspects of the VDC program as needed

2. Perform Customer Service Specialist functions (25%):
The following duties will be assumed on an as needed basis during, but not limited to, the Customer Service Specialist’s planned breaks, trainings, annual leave, and sick leave.
- Manage call center phone system to connect to the appropriate department.
- Appropriately answer/screen telephone calls and connect to appropriate staff with introduction of who is calling and why they are calling.
- Receive and screen visitors to provide information and direct to the appropriate staff.
- Assist in ordering and maintain adequate supplies for main office and kitchen area in most efficient and economical way, i.e. Quill, Walmart, etc.
- Handle requests for information and data and resolve administrative problems and inquiries.
- Develop and maintain current knowledge of Agency operations and staff in order to provide information to the public.
3. Other responsibilities as needed (10%)

- Excellent telephone etiquette, customer service experience, and proofreading skills
- HIPPA regulations
- Knowledge of operation of standard office equipment
- Strong verbal communication skills in person and on the phone
- Strong written communication (e.g. reports, letters, emails)
- Work well under the pressure of recurring deadlines.
- Attention to details and strong organizational skills.
- Ability to use computerized multi-line call system.
- Ability to use Microsoft Office products
- Professionalism and ability to maintain confidentiality are essential.
- Establish and maintain effective working relationships with co-workers, clients and outside parties.
- Maintains certifications and other training as required under agency policies or as mandated by program guidelines
Office-based position with minimal physical requirements (ability to lift 20lbs, walking and climbing stairs).
None of the essential functions of the position can be performed remotely.

High School Diploma and at least 3 years of experience with customer service and office/administrative functions. Must possess valid Virginia Driver’s License.

FLSA status: This is a full-time non-exempt position.

Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation,
gender identity, national origin, age, veteran or disability status.

Disclaimer: This job description is not designed to cover or contain a comprehensive list of all activities, duties or responsibilities that are required of the
employee. From time-to-time, the supervisor will ask job holder to perform additional duties related to the completion of the work.

Type: Full-time