Team Administrative Assistant at Vinfen in Boston, MA

Summary: Vinfen is a nonprofit, health and human services organization providing community-based services to individuals with various challenges. The ACCS Administrative Assistant role involves providing administrative and clerical support to enhance team productivity and maintain program protocols. Responsibilities: - Welcome visitors and direct them to proper staff person - Answer telephones and direct calls to proper party. Assist with and check phone messages. Maintain phone listings - Direct questions to correct staff - Assist with setting up rooms for staff trainings - Maintain the fax and postage machine. Distribute faxes and mail to mailboxes. Ensure appropriate postage on outgoing mail. Maintain and update mailboxes, as needed. Send regular and express mail packages - Order and maintain supplies such as envelopes, mailing materials, and stationary - Schedule use of conference room(s) - Prepare forms for submission to Vinfen, i.e. Accounts Payable vouchers, cab vouchers, Charges for Services and Supports notifications, purchasing requests, PS money logs, etc - Log all checks - Audit money logs monthly. Update contingency loan payment information daily - Process service delivery documentation by ACCS staff. Complete monthly billing through EIM for ACCS PS as directed by Team Leader - Collect team appointments/schedules; prepare standard reports such as Staff Productivity Report, as directed by Team Leader - Attend Staff Meetings, take minutes - Create enrollment/rollover packets for PS and register new PS into clinical record keeping systems as needed. Log Events and Performance Measure information as directed by Team Leader - Promote engagement, housing permanency, community tenure, achievement of greater self-sufficiency and successful completion of service for all PS - Promote healthcare, employment and education services access for PS - Perform other administrative support tasks such as typing correspondence, preparing spreadsheets, recording meeting minutes, and preparing record pick up from Iron Mountain - May perform Rep-Payee duties as assigned by Team Leader - Perform other related duties, as assigned Required Qualifications: - A high school diploma or equivalent is required - One to three years experience in an administrative support function is strongly preferred - Bilingual/bicultural applicants and applicants with lived experience of psychiatric conditions are encouraged to apply - A valid driver's license must be presented at the time of employment - Incumbents must be at least 21 years of age - Must have maintained a valid US driver's license for at least one year - Must be able to pass a driver's screening background check - Must maintain a safe driving record, which is subject to annual checks - If using a personal vehicle, you must possess and maintain adequate insurance - Ability to stand, walk, bend, kneel, stoop, crouch, crawl, climb as this is a very physically active position - Must be able to lift at least 25 pounds using proper lifting techniques or the use of a two-person lift - Ability to operate a computer and other office equipment such as a calculator, copier, and printer - Ability to sit, reach, climb stairs, and maneuver through narrow spaces or hallways - Ability to assist PS with tasks of daily living - Ability to remain in a stationary position 50% of the time as needed - Ability to bend, reach, file, sit, stand, and move around the facility - Ability to speak, hear, and communicate with PS, staff, and external representatives - Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus Required Skills: Telephone operation, Mail handling, Scheduling, Accounts payable processing, Billing through EIM, Minute taking, Spreadsheet preparation, Record keeping, Bilingualism